Executive Administrative Assistant

Purpose of the Job The purpose of this position is to provide proactive, confidential administrative support to the operations of a department head and co‑workers and to act as a liaison with the Human Resources Department. This position provides executive assistance to the Director Public Works position, including duties such as calendar maintenance, screening calls, coordinating travel, and reconciling credit card statements. The assistant also provides general administrative assistance to the department managers and fulfills various human resources duties, including payroll administration. Supervisory Responsibilities This position does not supervise other employees. Essential Duties and Responsibilities Assists with personnel issues and coordinates human resources functions such as candidate interviews and associated paperwork; prepares and maintains departmental organizational charts and employee information; monitors payroll time submissions (30%). Assists Fiscal Services Manager with budget review and preparation (20%). Supports Director Public Works by maintaining calendar, screening calls and correspondence, coordinating travel arrangements, and processing travel expenses (20%). Assists in creating resolutions and agenda items for Board of Supervisors meetings for abandonment of roadways, road signage, and primitive roads (20%). Ensures departments actively participate in Wellness Events (10%). Performs other duties as assigned. Budget Responsibilities Reviews, edits, and approves department‑level budget submissions and prepares requisitions for Public Works departments. Project Responsibilities Provides project research and clerical support on process improvement projects. Oral Communication Duties Trains colleagues, explains County procedures or processes, responds to public inquiries, participates in meetings, negotiates, and persuades. Written Communication Duties Creates or edits documents, internal memos, emails, formal letters, contracts, and procedures; also creates or edits Human Resources documents. Interactions with the General Public Interacts extensively with employees, customers, the general public, vendors, regulatory bodies, and other groups or individuals via telephone, email, and in person. Interactions Specifically with Customers Continually (more than 70% but less than 85% of the year). Minimum Education / Directly Related Experience Required High School Diploma or GED. Five (5) years administrative/secretarial experience; or equivalent combination of education, training, and experience. Professional Credentials Required Must possess and maintain a valid Driver’s License. Knowledge Required Administration and management; clerical; human resources management; English language and composition. Skills Required Active listening; presentation for small to medium groups; negotiating; problem recognition; time management; multi‑tasking; typing and data entry. Abilities Required Express oneself orally; categorize and group data; maintain calm demeanor in stressful situations; read and write at a professional level. Physical Demands Constantly sits to complete reports, operate computers, complete programs, and attend to other duties. Occasionally lifts under 10 lbs. Constant dexterity required for keyboard operation. May be required to regularly walk to and from work sites. Work Environment Generally works in an office environment; may occasionally spend time in lobby, classroom(s), and library. Safety Risk Exposure Not typically exposed to safety risk. On rare occasions, may experience occasional telephone verbal abuse by customers or citizens. Protective Gear & Safety Manuals Required to follow written safety procedures and manuals relevant to the division or department; may occasionally be required to wear a hard hat. Consequences of Error Potential errors can cause inconveniences to other employees and delays in related work areas. #J-18808-Ljbffr