Executive Coordinator (Confidential)

County of Mendocino•Ukiah, CA

1d•Onsite

About The Position

Under the general direction of the Chief Executive Officer, this position is responsible for the effective functioning of the County Executive Office: planning, executing, and monitoring all administrative support activities; producing written materials for internal and external use; scheduling meetings and work production; developing and implementing office policies and procedures; working with department heads, Board members, County employees, and community members. Supervisor Academy is mandatory for all supervisors and consists of nine courses that must be completed within two years. Participation is required and completed during work hours. This position receives an additional 5% Confidential premium.

Requirements

Associate's degree from an accredited college or university in Business Administration, Public Administration or related field, AND, at least four (4) years of progressively responsible experience performing significant and progressively responsible complex administrative, clerical support duties which required a high level of independent judgment; OR A combination of related education, training and experience that provides the required knowledge, skills, and abilities to perform the essential functions of the job.
Valid Driver's License
Considerable Knowledge of: Administrative and clerical procedures and systems such as managing files and records, transcription, designing forms, and other office procedures and terminology.
Considerable Knowledge of: Administration and management principles involved in strategic planning, resource allocation, leadership techniques, production methods, and coordination of people and resources, including goal setting and implementation.
Considerable Knowledge of: Structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Considerable Knowledge of: Customer service principles and processes for providing customer and personal services, including customer needs assessment, establishing and meeting quality standards for services, and evaluation of customer satisfaction.
General Knowledge of: Administration of staff and activities either directly or through subordinate supervision.
General Knowledge of: County government organization and operations, and departmental policies and procedures.
General Knowledge of: General accounting processes and procedures.
General Knowledge of: Standard business arithmetic, including percentages and decimals.
General Knowledge of: Budget development and management.
General Knowledge of: Record keeping, report preparation, filing methods and records management techniques.
General Knowledge of: All computer applications and hardware related to performance of the essential functions of the job.
Skill in: Critical thinking, analyzing and evaluating situations and adopting effective courses of action, using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems, considering the implications of new information for current and future problem solving and decision-making.
Skill in: Active listening, giving full attention to speaker, understanding the points being made, and politely asking questions as appropriate.
Skill in: Effective oral communication, speaking clearly and succinctly to accurately convey information and ideas, using tact and discretion.
Skill in: Communicating clearly and effectively in writing; tailoring message to the intended audience.
Skill in: Planning, organizing, assigning, directing, reviewing and evaluating the work of staff.
Skill in: Selecting and motivating staff and providing for their training and professional development.
Skill in: Researching, compiling, calculating and preparing reports using a variety of data.
Skill in: Time management.
Ability to: Read, analyze, understand and interpret procedure manuals and government regulations and policies, operation and maintenance instructions, professional periodicals and journals or other written information.
Ability to: Listen to, understand and interpret information and ideas presented through verbal expression.
Ability to: Ascertain or recognize problems or potential problems.
Ability to: Establish and maintain effective working relationships with others.
Ability to: Use initiative and independent judgment within established guidelines.
Ability to: Organize work, set priorities, meet critical deadlines, and follow up assignments with minimal direction.
Ability to: Understand and carry out written and oral instructions, giving close attention to detail and accuracy.
Ability to: Deal with problems involving several concrete variables in standardized situations.
Ability to: Draft, type and proofread correspondence.
Ability to: Add, subtract, multiply and divide whole numbers, common fractions and decimals.
Ability to: Use a computer to accurately and rapidly enter and retrieve data and information.
While performing the essential functions of this job the employee is regularly required to sit and to use hands to finger, handle, or feel, and to speak, hear and discriminate sound.
While performing the essential functions of this job, the employee is occasionally required to lift and/or move up to 20 pounds.

Responsibilities

Provides administrative and secretarial support to the Chief Executive Officer, Assistant Chief Executive Officer, associated managerial and professional staff; handles designated administrative matters by following up on projects, transmitting information, and keeping informed of pertinent activities.
Oversees the daily office procedures and workflow of the department and provides complex administrative assistance and support to the Executive Office; makes recommendations to assist management in making needed improvements and assists in resolving administrative issues.
Plans, organizes, coordinates, directs, and reviews the work of office support staff, setting priorities to ensure deadlines are met; trains office staff in work procedures; provides input in selection, evaluation and disciplinary matters.
Receives and screens visitors and telephone calls, providing information and resolving complaints, which regularly requires the use of judgment and the interpretation and application of policies and procedures.
Researches, compiles and summarizes a variety of informational or statistical materials, including varied, complex, sensitive, and/or confidential information and prepares various reports, utilizing online or personal computer systems.
Maintains CEO/ACEO calendars, scheduling and arranging for meetings and conferences; makes travel arrangements for Executive Office staff; prepares invoices, payments, reimbursement forms; maintains financial records of expenses for members of the Executive Office; prepares a semi-annual report for the Auditor's Office of meal and mileage expenses.
Organizes meetings by notifying participants, making room arrangements, preparing and supplying required informational materials including: agendas, resolutions, ordinances and other documents for submission to the County Executive Office and Board of Supervisors.
Works with Executive Office staff and Board members for the purpose of scheduling, coordinating, and producing projects, programs, meetings and events; may attend such meetings and prepare minutes and may represent the Executive Office at such meetings.
Prepares agreements requested by members of the Board of Supervisors between the County and outside persons and/or agencies, ensuring that they are properly executed and, if necessary, prepares associated payments; maintains all delegated agreements executed by the Executive Office, and prepares monthly reports as necessary.
Maintains detailed records of funds for special projects, preparing reports for the Board of Supervisors and Auditor as requested, and preparing reports and/or supplying information for audit purposes.
Initiates correspondence independently for signature by the Chief Executive Officer, Assistant Chief Executive Officer and professional Executive Office staff; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
Receives incoming correspondence, attaches appropriate supporting documentation, and distributes to Chief Executive Officer and Executive Office staff as appropriate.
Organizes and maintains various legal, administrative, reference, and follow-up files for projects, the budget, and all activities of the Executive Office; purges files as required; maintains and updates Administrative Policy Manual.
May assist with the departmental and associated budgets.
Processes and maintains all confidential personnel records for the department, including generating personnel transactions; directs office administrative activities such as organizing and maintaining confidential and administrative files.
Purchases and maintains inventory records for office supplies, furniture, computer and related equipment for Executive Office, oversees petty cash for Executive Office.
Performs other related duties as assigned.