Executive Assistant

Purpose of Classification:

EXECUTIVE ASSISTANT

$21.53/hour - Exempt

The purpose of this classification is to provide high-level administrative and operational support within the County Manager's Office under the direction of the County Manager's Executive Assistant. The position performs a wide range of administrative, coordination, and documentation functions to ensure efficient execution of the County's executive operations. Employees in this classification handle sensitive and confidential information, interact with department heads and external partners, and ensure compliance with County and state policies.

Essential Functions:

• Assists the Senior Executive Assistant in managing the daily administrative and operational functions of the County Manager's Office.
• Processes, reviews, and tracks travel request packets for approval in accordance with County policy; verifies supporting documentation and ensures compliance with travel regulations.
• Uploads and maintains Transportation Advisory Board (TAB) meeting minutes and records in accordance with County records retention and public access requirements.
• Assists in preparing presentations, reports, and briefing materials for Board of Commissioners (BOC) Retreats, workshops, and other official meetings.
• Provides administrative support for strategic projects, correspondence, and public communications directed by the County Manager's Office.
• Coordinates with departments and external stakeholders to compile data, monitor project progress, and ensure timely completion of assigned tasks.
• Serves as backup to the County Manager's Executive Assistant during absences, ensuring continuity of executive support, communications, scheduling, and document management.
• Maintains organized and secure filing systems for confidential and public records in accordance with County policy and applicable laws.
• Manages scheduling, travel logistics, and purchasing documentation for the County Manager's Office as directed.
• Assists in the preparation and reconciliation of purchase card statements and ensures accurate recordkeeping.
• Operates standard office equipment and software to prepare correspondence, reports, spreadsheets, and presentations.
• Provides general administrative and clerical support, including meeting coordination, minutes, and communication tracking.
• Performs other related duties as assigned or required to maintain effective office operations.

Preferred Education, Experience, and Attributes and Qualification Requirements:

• Bachelor's degree in Business Administration, Public Administration, or related field, supplemented by at least three (3) years of administrative experience in government or executive support, or any equivalent combination of education and experience providing the required knowledge, skills, and abilities.
• Must possess and maintain a valid Georgia driver's license.
• Must demonstrate proficiency with Microsoft Office Suite and electronic records management systems.

Performance Aptitudes

Data Utilization:

• Requires the ability to review, classify, categorize, prioritize, and/or analyze data. This includes discretion in determining data classification and referencing such analysis to established standards to recognize actual or probable interactive effects and relationships.

Human Interaction:

• Requires the ability to apply principles of persuasion and/or influence.
• Equipment, Machinery, Tools, and Materials Utilization:
• Requires the ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude:

• Requires utilizing various references, descriptive, and/or advisory data and information.

Mathematical Aptitude:

• Requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; may include the ability to perform mathematical operations with fractions; may consist of the ability to compute discount, interest, profit and loss, ratio and proportion; may consist of the ability to calculate surface areas, volumes, weights, and measures.

Functional Reasoning:

• Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning:

• Requires the ability to exercise judgment, decisiveness, and creativity in situations involving evaluating information against measurable or verifiable criteria.

ADA Compliance

Physical Ability:

• Tasks require exerting moderate, though not constant, physical effort. They typically involve climbing, balancing, stooping, kneeling, crouching, and crawling. They may include lifting, carrying, pushing, and/or pulling objects and materials of moderate weight (12-20 pounds).

Sensory Requirements:

• Some tasks require the ability to perceive and discriminate visual cues or signals, and some require the ability to communicate orally.

Environmental Factors:

• Performance of essential functions may require exposure to adverse environmental conditions, such as dirt, dust, pollen, wetness, humidity, temperature extremes, or traffic hazards.

To comply with regulations by the Americans with Disabilities Act (ADA), the principal duties in job descriptions must be essential to the job. To identify essential functions, focus on the duties' purpose and result rather than how they are performed. The following definition applies: a job function is essential if removing that function would fundamentally change the job.