Executive Secretary - County Airport - J02020 - 01600

Nueces County•Clarksville, TN

6d•$24

About The Position

Assists in administrative activities; serves as a liaison between the office and other officials, attorneys, boards, committees and the general public; and interacts with organizations and individuals requesting information or assistance from the County. The employee is required to be on duty before, during, and after natural disasters and emergencies, as directed by the supervisor. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Provides courteous assistance to individuals seeking information, decisions or assistance both on the telephone and on a walk-in basis. Screens requests and finds solutions to requests/problems and/or directs to the appropriate office. Schedules and confirms appointments, speaking engagements, participation in various functions and maintains appointment calendar. Assists in making travel/hotel arrangements. Prepares travel and reimbursement requests. Prepares travel itinerary, for same. Types correspondence, technical/statistical memos, orders, resolutions, notices of meetings, purchase orders, purchase requisitions, various forms and other records. Makes photocopies and scans of same. Coordinates office services such as maintenance of filing system, records control, time sheets and payroll information, indexing data, inventory of supplies and purchase of supplies for entire office. Uses light shorthand and transcribes from Dictaphone and notes into memos, letters or other documents. Prepares Purchase Orders and Reconciles P-Card purchases in the finance operating system (Workday) and maintains records. Processes and transmits information to the members of Commissioners Court, officials, department heads and other organizations. Addresses complaints received from the public either by telephone or in person. Disperses letters I memos and other informational material to county officials/ department heads and other persons or agencies. Provides notary public services for the County and Public. Issues electronic entry card keys and maintains records of assignment. Uses adding machines to verify figures on statistical reports, memos or letters. Uses Dictaphone to transcribe memos / letters. Provides general research as requested. Drafts, proofreads and produces reports based on research. Processes Public Information Act Requests (PIA). Monitors contracts and renewal dates of contracts Picks up and distributes mail. Any other assignments or duties assigned by Manager. OTHER DUTIES: Assists in Emergency Operation Center during storms as needed.

Requirements

High school diploma or general education degree (GED and five years of increasingly responsible secretarial/administrative experience. Any equivalent combination of experience and training which provides the required knowledge, skills, and abilities, may be considered.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, contracts, or governmental regulations.
Ability to write reports, business correspondence, and procedure manuals.
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Excellent knowledge of business English, spelling, punctuation, arithmetic, office practices, equipment and materials.
Knowledge of county operations and policies.
Ability to exercise independent judgment regarding the release of sensitive and/or confidential information.
Ability to operate a computer using standard word processing and spreadsheet software packages.
Ability to communicate effectively both orally and in writing.
Ability to establish and maintain effective working relationships with other county employees, officials and the general public.
Ability to adjust to the changing needs of the office.
Strong proficiency in Microsoft Outlook and One Drive software.
Any employee who drives a vehicle on official business must have a driving record which meets standards set by the County and the County's insurance carrier.
The employee is required to be on duty before, during, and after natural disasters and emergencies, as directed by the supervisor.

Nice To Haves

Notary Public is preferred.

Responsibilities

Provides courteous assistance to individuals seeking information, decisions or assistance both on the telephone and on a walk-in basis.
Screens requests and finds solutions to requests/problems and/or directs to the appropriate office.
Schedules and confirms appointments, speaking engagements, participation in various functions and maintains appointment calendar.
Assists in making travel/hotel arrangements.
Prepares travel and reimbursement requests.
Prepares travel itinerary, for same.
Types correspondence, technical/statistical memos, orders, resolutions, notices of meetings, purchase orders, purchase requisitions, various forms and other records.
Makes photocopies and scans of same.
Coordinates office services such as maintenance of filing system, records control, time sheets and payroll information, indexing data, inventory of supplies and purchase of supplies for entire office.
Uses light shorthand and transcribes from Dictaphone and notes into memos, letters or other documents.
Prepares Purchase Orders and Reconciles P-Card purchases in the finance operating system (Workday) and maintains records.
Processes and transmits information to the members of Commissioners Court, officials, department heads and other organizations.
Addresses complaints received from the public either by telephone or in person.
Disperses letters I memos and other informational material to county officials/ department heads and other persons or agencies.
Provides notary public services for the County and Public.
Issues electronic entry card keys and maintains records of assignment.
Uses adding machines to verify figures on statistical reports, memos or letters.
Uses Dictaphone to transcribe memos / letters.
Provides general research as requested.
Drafts, proofreads and produces reports based on research.
Processes Public Information Act Requests (PIA).
Monitors contracts and renewal dates of contracts
Picks up and distributes mail.
Assists in Emergency Operation Center during storms as needed.
Any other assignments or duties assigned by Manager.