Executive Assistant

Confidential Assistant to the County Commissioners

This position serves as confidential assistant to the County Commissioners and the Clerk of the Board and assists and substitutes for the Clerk of the Board of County Commissioners as necessary. This position is directly employed by and serves at the will and discretion of the Board of County Commissioners.

The Clerk of the Board for the Board of Commissioners provides direct supervision, job assignment and guidance for this position.

This classification has the following duties and responsibilities:

• Assists the Clerk of the Board and Deputy Clerk of the Board of County Commissioners with all office functions. Serves as Deputy Clerk of the Board during the absence of the Clerk of the Board or Deputy for all functions and support of the Board of Commissioners, Boundary Review Board, Board of Equalization and other Boards or Commissions as assigned.
• Performs clerical and office assistant duties including preparing forms and correspondence, screening correspondence and making copies, formulates memos, letters and types confidential business correspondence.
• Performs record management and archiving for the department. Sorts, files, and tabulates various documents and records; prepares new files or categories within established filing systems; enters and retrieves data using electronic files; removes and logs materials.
• Greets public in person and over the telephone. Provides information, assistance and referral for the public.
• Reviews and verifies clerical work for accuracy, timeliness, proper documentation, completeness, neatness and conformance to county policies and procedures.
• Operates standard office equipment including various hardware and software, scanners, copy machines, telephone systems, audio/visual recording equipment, etc.
• Processes complex, important documents where considerable knowledge is required to assure completeness, accuracy and fulfillment of requirements.
• May be assigned to attend meetings and take minutes of proceedings. Ensures proper posting, indexing and filing of approved minutes, legal notices and associated documents.
• May be assigned to review, monitor, maintain and assist in administration of contracts, ensuring compliance with policies, regulations and contractual requirements, prepare financial reports and vouchers.
• May be assigned to evaluate and implement necessary modifications to office procedures, information systems and clerical operations to improve efficiency and quality of service.
• Assists with compiling information for Public Record Requests. Prepares and fulfills requests in the absence of the Clerk of the Board.
• Schedules use of meeting rooms. Monitors Departmental supply and equipment inventories, and/or order office supplies as needed.
• May act as the Clerk or Deputy Clerk of the Board for the Boundary Review Board or Board of Equalization as assigned. Which would include creating agendas, taking minutes, drafting memos and preparing and scheduling hearings documents. These positions require competent and courteous contact with public and a high level of organizational skill. This position will require education on the rules and regulations (RCW & WAC) specific to property taxes and BOE rules and functions.
• Performs other related duties as assigned.

Education and Experience Required:

• A high school diploma is required.
• Five years of executive level office administrative experience, with up to two years of college or business school education substitutable year for year for administrative experience.
• Two years of progressively responsible local government experience requiring little supervision and significant responsibility in a confidentiality setting is preferred.
• Washington State Driver's License and acceptable driving record.

Knowledge Skills and Abilities:

• Knowledge of policies, procedures and systems involved in the administration and operation of the Commissioners' Office and related Boards.
• Knowledge of English grammar and composition, business formats, spelling, filing and record keeping.
• Knowledge of the procedures and necessary preparatory work to facilitate Board meetings and of the process involved in scheduling, arranging and holding public meetings and hearings is required.
• Ability to undertake research and compose documents and reports for meetings. Must be able to ensure that all preparation materials are complete, factual and well organized for each meeting. Ability to accurately and efficiently record and transcribe meeting minutes is essential.
• Must possess good interpersonal skills in working with the public, elected and appointed officials, private and government representatives, contractors and coworkers. Ability to use tact, discretion and courtesy in the operation of office functions.
• Ability to maintain professionalism and confidentiality in a high volume, politically charged environment.
• Ability to be punctual and work during the hours of 8:00 a.m. and 4:30 p.m. Monday through Friday.
• Effectively communicate in both written and oral forms; prioritize multiple projects and successfully meet deadlines; read and write in the English language; follow oral and written instructions.
• Must be proficient in standard office equipment used in this position, including, but are not limited to networked computers, program specific database programs and spreadsheets, printers, calculator, copy machine, recording devices, scanners and other hardware and software.
• Requires working knowledge of word processing, spreadsheets and computer software applications.

Working Conditions:

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job in a normal office environment. While performing the duties of this job, the employee is frequently required to sit, talk and hear; use hands and fingers to handle or operate objects, tools or equipment; and reach with hands and arms. The employee must occasionally walk and lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job in an office environment. The noise level in the work environment is low to moderately noisy and can be highly stressful at times.

Grays Harbor County is an equal opportunity employer.