Executive Administrative Assistant

Executive Administrative AssistantThis position provides high-level administrative and operational support to the Chairman's Office of the Madison County Commission. The Executive Administrative Assistant serves as a key support role responsible for assisting with the daily operations of the Chairman's Office through coordination of administrative functions, constituent services, scheduling, communications, and office management. This position assists with delegated responsibilities to support executive-level priorities, public-facing activities, and operational functions of the Chairman's Office. Work requires professionalism, discretion, independent judgment, and the ability to manage multiple assignments in a fast-paced governmental environment. Employee must apply sound judgment and initiative in carrying assignments through to completion based upon established procedures, operational standards, and knowledge of County operations.Essential Duties and ResponsibilitiesAdministrative:Serves as executive administrative support to the Chairman's Office to assist in coordinating daily office operations and executive-level functions.Maintains and coordinates the Chairman's executive calendar including scheduling meetings, appointments, conferences, and events; tracking RSVPs; preparing calendar entries with detailed information; coordinating follow-up communications; and distributing calendar invitations through Outlook or other electronic systems.Prepares, reviews, and processes retirement letters, support letters, acknowledgements, notifications, and other official correspondence on behalf of the Chairman's Office.Reviews and maintains Chairman briefing materials and related documentation ("Chairman's Book") to ensure information is organized, accurate, and current.Maintains and updates contact lists, administrative records, operational tracking lists, and related office documentation.Constituent and Public Relations:Serves as a point of contact for the Chairman's Office by answering telephone calls, greeting visitors, taking messages, responding to inquiries, and routing requests appropriately.Assists constituents by documenting concerns, providing general information, and directing individuals to the appropriate County department, elected official, or resource for assistance.Maintains professional working relationships with elected officials, County departments, employees, outside agencies, vendors, and the general public.Provides backup support to the Commission reception desk as needed to ensure continuity of operations.Office Operations:Receives, reviews, sorts, and processes incoming and outgoing mail and correspondence. Maintains physical and electronic filing systems, records, and administrative documents for the Chairman's Office.Coordinates purchasing, inventory, and restocking of office supplies for the Chairman's Office, supply areas, conference rooms, and commission chamber.Processes invoices, bills, purchase requests, and related administrative documentation as assigned.Maintains courthouse bulletin boards and other assigned informational postings.Creates and maintains annual filing systems and records retention materials including preparation of files for storage and establishment of new physical and electronic files for each calendar year.Administrative Coordination:Schedules and coordinates meetings, events, conferences, and related activities for the Chairman's Office. Communicates with participants regarding meeting details, schedules, and logistical information and assists with preparation of meeting materials and arrangements.Assists with preparation and coordination of outside funding requests, reports, special projects, and related documentation.Assists with planning and coordination of staff functions, employee recognition activities, and other office events as assigned.Works closely to support operational priorities and ensure efficient day-to-day functions of the Chairman's Office.General Clerical:Performs general clerical and administrative functions including filing, copying, scanning, data entry, document preparation, and maintaining confidential records and information.Education and ExperienceKnowledge, Skills and Abilities.Demonstrated proficiency in Microsoft Office, Outlook, internet-based applications, and other business-related software programs.Thorough knowledge of modern office administrative practices, procedures, systems, and equipment.Strong organizational skills with the ability to prioritize, coordinate, and manage multiple assignments and deadlines in a fast-paced environment.Ability to communicate effectively both verbally and in writing with elected officials, employees, outside agencies, and the public.Ability to exercise discretion, professionalism, and sound judgment in handling confidential and sensitive information.Ability to work independently and collaboratively within a team-oriented environment.Ability to maintain accurate records and filing systems and coordinate administrative functions with minimal supervision.Education and Experience.Bachelor's degree preferred in Business Administration, Public Administration, Communications, or a related field and a minimum of five (5) years of progressively responsible administrative support experience, preferably in an executive office or governmental environment; or any equivalent combination of education and experience. Governmental or public sector experience preferred.Other RequirementsWork Schedule8:30 a.m. to 5:00 p.m.Some evening meetings or events may be required.Madison County is an Equal Employment Opportunity Employer that encourages applicants from diverse backgrounds to apply. Madison County is a drug-free workplace and conducts drug and alcohol testing.BenefitsA comprehensive set of benefits is offered for all full-time employees. No benefits are offered to part-time or seasonal employees. Please consult with the Human Resources Department for a full list of benefits. Madison County periodically reviews and when fiscally able, adjusts salary rates and our benefits package to remain competitive in our area. Benefits Summary Healthcare Insurance: Blue Cross of Alabama is administered through the Local Government Health Insurance Plan (LGHIP). Coverage Type Employee's Premium Single Coverage Bi-weekly Premium $ 61.00 Family Coverage Bi-weekly Premium $ 150.00 Dental Coverage: Dental coverage is included with LGHIP through Blue Cross and Blue Shield of Alabama. LGHIP manages dental costs and provides enhanced dental benefits using negotiated discounts with in-network dentists. To locate in-network dentists go to Life Insurance: Madison County provides $25,000 in life, $25,000 in accidental death and dismemberment and $25,000 line of duty insurance to eligible employees in certified positions. Employee Retirement Plans: Employees are required to participate in the Employees Retirement System, which is a Defined Benefit Plan administered through the Retirement Systems of Alabama (RSA). Participants contribute 5% to 8.5% of their earnings depending on their hire date and classification. Sworn Certified Personnel have an accelerated contribution schedule *Employer contribution percentage is set by the Retirement Systems of Alabama and changes annually. Employee Clinic: Madison County employees and dependents over age 12 may use the Employee Health Clinic for the low co-pay of $15.00 per visit. To be eligible to use the clinic, the employee and dependent must be enrolled in Madison County's health insurance plan as their primary coverage. Voluntary Plans are also available:Additional life Insurance for employee and dependentsFlexible spending accounts (healthcare and childcare)Vision InsuranceHolidays, Annual Leave and Sick Leave: *Minimum of 10 holidays per calendar year *Accrue 8 hours of annual leave and 8 hours of sick leave per month Madison County, AL