Executive Secretary

Montgomery County•451 W. Third St., OH

10d•Onsite

About The Position

This is an expert-level secretarial position requiring extensive knowledge of executive secretarial, administrative, and office procedures. The role involves directing office functions, performing non-routine assignments independently, and providing administrative and secretarial support to the County Administrator and/or Assistant County Administrator. A significant portion of the role (50%) includes supervising lower-level secretaries, in addition to performing other duties. The Executive Secretary serves as the principal administrative aide, handling non-routine assignments such as independently noting and following up on commitments, locating and summarizing relevant information, advising subordinate secretaries, expediting office work, implementing instructions, organizing clerical processes, monitoring budgets, and maintaining fiscal records. The position also involves producing typed materials from various sources, composing correspondence, proofreading, managing incoming correspondence, making travel and conference arrangements, handling sensitive communications, managing the County Administrator's calendar, and scheduling appointments. Clerical tasks include mail handling, answering phones, greeting visitors, managing office supplies, maintaining files, preparing forms, and arranging record transfers.

Requirements

Equivalent to high school diploma with six (6) years of experience as a secretary to management-level positions utilizing automated office equipment and related software.
OR completion of associate degree core coursework in office automation and four (4) years of experience as a secretary to management-level positions utilizing automated office equipment and related software.
OR completion of undergraduate major program coursework in a related discipline and two (2) years of experience as a secretary to management-level positions utilizing automated office equipment and related software.
OR alternative, equivalent evidence of the Minimum Class Requirements.
Must have a valid, current United States driver’s license.
Must have an acceptable driving record.

Nice To Haves

Extensive knowledge of executive secretarial, administrative, and office procedures.
Thorough knowledge of the County Administrator and/or Assistant County Administrator’s accountabilities and methods of operation.
Ability to work independently with only general guidance.
Proficiency in word processing, spreadsheet, and database management software.

Responsibilities

Serve as the principal administrative aide to the County Administrator and/or Assistant County Administrator.
Perform non-routine assignments in support of the County Administrator and/or Assistant County Administrator’s office.
Independently note and follow up on commitments made at meetings and conferences.
Locate and summarize information from files and documents, recognizing relevant information.
Advise secretaries in subordinate organizations on information to be provided for conferences or reports.
Assist subordinates in the procedural aspects of expediting office work.
Help implement County Administrator and/or Assistant County Administrator’s instructions.
Communicate activities and assignments to appropriate staff and arrange for data collection and submission.
Organize the flow of clerical processes in the office.
Monitor budget and maintain fiscal records for the office.
Supervise lower-level secretaries.
Produce typed copy from rough written copy, dictation, notes, or oral instructions using automated office systems and software.
Produce tables, reports, correspondence, and confidential or technical materials.
Compose complex but non-technical correspondence.
Proofread, correct, and sign routine correspondence.
Receive and control incoming correspondence.
Maintain information needed for budget purposes.
Make extensive travel arrangements.
Make complete arrangements for large conferences.
Handle sensitive telephone and personal contacts.
Provide direct response in situations not requiring personal attention of supervision.
Keep County Administrator and/or Assistant County Administrator’s calendar and schedule appointments and meetings.
Perform clerical tasks including mail handling, answering phones, screening calls, greeting visitors, maintaining office supply inventory, maintaining files, preparing routine forms, and managing record retention and disposal.