Executive Assistant

Harnett County•Lillington, NC

4d•Onsite

About The Position

The Executive Assistant provides senior-level administrative and program support for Harnett County Emergency Services. The role coordinates departmental activities and administrative workflow; prepares and maintains correspondence, reports, and other documentation; coordinates meetings and schedules; maintains records; assists with personnel, purchasing, financial, and administrative processes; and coordinates special projects and assignments. The employee serves as a primary administrative liaison for Emergency Services, working with departmental leadership, County officials, employees, public safety partners, vendors, and the general public. The position reports directly to the Emergency Services Director and requires independent judgment, discretion, confidentiality, organization, and the ability to manage multiple priorities in a complex public safety environment. The employee also serves as backup to the Emergency Services Finance Administrator to help ensure continuity of departmental administrative and financial functions. The position supports Emergency Operations Center and departmental operations during emergencies, planned events, exercises, and other activations as assigned. It is based in an office setting. The primary schedule is Monday through Friday during normal business hours, although nights, weekends, and extended hours may be required for special events, training, and emergency incidents. The employee is subject to emergency recall.

Requirements

Associate degree in business administration, public administration, office administration, accounting, finance, emergency services, or a related field, or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.
Four years of progressively responsible administrative, executive support, office management, finance, or related experience.
Experience using Microsoft Office applications and electronic document, scheduling, and records management systems.
Valid North Carolina driver's license.
Obtain FEMA ICS-100, ICS-200, IS-700, and IS-800 within twelve months of employment.
Knowledge of executive and administrative support practices, office procedures, records management, and organizational workflow.
Knowledge of local government administrative, financial, and human resources processes, including budgeting, purchasing, accounts payable, payroll, personnel actions, benefits, recruitment, performance evaluations, and employee records.
Knowledge of modern office technology and software used for document preparation, spreadsheets, presentations, scheduling, communications, and records management.
Ability to independently organize and prioritize assignments, anticipate administrative needs, meet deadlines, solve problems, and adapt to changing priorities.
Ability to research and organize information and prepare accurate documentation, reports, and materials for departmental use and decision-making.
Ability to exercise sound judgment, discretion, and confidentiality when handling sensitive personnel, financial, legal, and operational information.
Ability to communicate effectively and maintain professional working relationships with County officials, employees, public safety agencies, partner organizations, vendors, and the general public.

Nice To Haves

Experience or working knowledge of human resources practices and procedures, including personnel policies, employee records management, hiring and onboarding processes, benefits administration, and other HR-related paperwork.
Familiarity with maintaining confidential personnel information and ensuring compliance with established policies and procedures.
FEMA ICS-300 and ICS-400 certifications; these may be obtained after employment.

Responsibilities

Provide senior-level administrative support and help coordinate departmental activities, priorities, meetings, schedules, and administrative workflow.
Prepare, review, and maintain correspondence, reports, presentations, meeting materials, agendas, minutes, forms, records, and other departmental documentation.
Coordinate and process human resources documentation, including recruitment and hiring paperwork, personnel actions, performance evaluations, disciplinary documentation, employee status changes, and other personnel records; maintain confidentiality and coordinate with County Human Resources as needed.
Back up the Emergency Services Finance Administrator and assist with financial, purchasing, payroll, personnel, and other administrative functions to ensure continuity of operations.
Coordinate meetings, appointments, departmental activities, and special events; document and track assignments, deadlines, and follow-up actions.
Maintain and organize departmental files, personnel records, contracts, correspondence, reports, and other official records and documentation.
Conduct research, gather information, and assist with reports, recommendations, presentations, special projects, and other departmental initiatives.
Serve as an administrative liaison with County departments, employees, public safety agencies, partner organizations, vendors, and the general public.
Support Emergency Operations Center and departmental operations during emergencies, planned events, exercises, and other activations as assigned.
Perform other related duties as assigned.