Executive Assistant

Minnesota Merit System•Mn, MN

13d•Onsite

About The Position

Faribault & Martin Counties currently has a vacancy for an Executive Assistant. Under general supervision, this role provides general administrative assistance to the director of a large human services or social services agency. The position carries out special projects for the director, assists in handling external and public affairs matters for the agency, and functions as a confidential secretary to the director. It also serves as a liaison to county personnel departments and DHS Merit System and Affirmative Action offices. The Executive Assistant participates as part of the management team in providing input into agency plans, policies, and strategies.

Requirements

Completion of two years of college level coursework with emphasis (23 quarter credits or 16 semester credits) in business administration, management, office systems, business studies, business education, or closely related field; and/or two years of responsible clerical experience, e.g., at the level of Administrative Secretary, or comparable level involving the provision of responsible secretarial and administrative support services (This may include experience as an Administrative Secretary or a comparable level which involves the provision of responsible administrative support services, or technical/paraprofessional work experience demonstrating advanced proficiency in office operations, customer service, software applications such as Word, Excel, PowerPoint).
Experience may be substituted for college coursework on a year for year basis.

Responsibilities

Serves as initial public contact on non-routine inquiries from agencies and members of the public requiring input or assistance from the agency director.
Assists in the collection of relevant information and materials, which may facilitate administrative management decisions.
Prepares correspondence and documents for use by the agency director to facilitate review and response.
Arranges meetings, conferences and hearings, coordinate and plans for the agency director the agenda, arrangements, materials and reports.
Attends meetings with the agency director and county board, keeping detailed records of proceedings and drafting summary minutes.
Performs other administrative support duties, including special reports and projects.
Ensures timely completion of Merit system personnel forms.
Recruits staff for vacant positions and serves as the initial contact with applicants for positions, providing information on the position requirements, Merit System requirements and the process necessary to be eligible for an interview.
Acts as agency Affirmative Action Coordinator, including drafting the agency Affirmative Action Plan, completing reports required by the State, disseminating information on Affirmative Action/Equal Employment Opportunity to agency supervisors and managers, developing and carrying out a recruiting program for protected group members, and ensuring that goals in the plan are met according to timelines or that information is available as to barriers for meeting them.
Serves as an active participant on the agency management team in developing an agency course of action, formulating and recommending sound plans, policies and strategies.