Executive Support Assistant - Purchasing & Contracting

Executive Administrative Support

Salary Range: $54,209 - $87,277 Job Code: 99040 Pay Grade: 18 FLSA Status: Exempt

Essential Functions:

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Provides executive/administrative support to the Chief Executive Officer, Chief Operating Officer, and/or other executive official as assigned; relieves executive staff of routine administrative tasks; screens calls, mail, and e-mail messages and initiates appropriate action/response; composes, types, edits, or proofreads correspondence on behalf of executives; records and/or transcribes dictation; keeps executives informed of significant matters, messages, documentation, or other information; conducts special projects as needed; and maintains confidentiality of departmental documentation and issues.

Serves as liaison between the assigned department and other departments/divisions, staff members, City officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; and circulates documentation to appropriate departments.

Conducts advanced research on behalf of the executive to aide in matters under consideration; utilizes department files, court/legal records, database records, electronic data sources, hardcopy materials, Internet sites, or other sources as needed; compiles and/or monitors various administrative and statistical data pertaining to County operations; researches information pertinent to task or project; analyzes data and identifies trends; writes, prepares, formats, or otherwise generates reports, presentations, white papers, and other documents; makes recommendations for changes in administrative policies and procedures to improve operations, provide more responsive service, and/or optimize the use of resources; and develops recommendations for changes in departmental policies and procedures; and provides technical assistance and information to management to aid decision making.

Provides direction, training, guidance and assistance to employees; coordinates projects and daily work activities; organizes, prioritizes, and assigns work; and monitors status of work, inspects completed work, and troubleshoots problem situations.

Coordinates and assists with processing of a variety of documentation associated with department operations within designated timeframes and per established procedures; receives, reviews, records, types, and/or distributes documentation; enters data into computer systems; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.

Provides administrative support and coordination for various meetings at the executive management level; prepares meeting agenda documents; coordinates meeting facilities, equipment, and refreshments; prepares and distributes agendas, meeting notices, meeting packets, and related documentation; records and/or transcribes meeting minutes; distributes meeting minutes to departments and other individuals; labels and indexes tapes of meetings; researches previous meeting minutes as needed; prepares monthly time sheets for board members; coordinates arrangements for board training activities; and maintains board records.

Maintains calendar/schedule of activities for the executive official and senior staff; schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; and updates calendar on a regular basis and notifies parties involved of changes.

Coordinates arrangements for various meetings; notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; and maintains records.

Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for executives or other staff.

Maintains file system of various files/records for the department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; and shreds/destroys confidential or obsolete documents in compliance with applicable retention schedules.

Monitors inventory of department/division supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies; obtains/issues purchase orders; and enters purchase order data into computer.

Types, composes, transcribes, prepares, or completes various forms, reports, correspondence, lists, charts, performance evaluations, purchase requisitions, purchase orders, statistical reports, meeting notices, agendas, meeting minutes, notices, proclamations, resolutions, legal documents, or other documents.

Supplemental Information:

In addition to the duties outlined above, this position provides specialized Departmental leadership and administrative support to the Department of Purchasing and Contracting's Chief Procurement Officer (CPO) and Deputy/CPO. The role requires absolute discretion, demonstrated professionalism, interpersonal effectiveness skills, and advanced customer service skills. There is a preference for candidates having any combination of knowledge, familiarity, and/or experience within state or local government procurement; compliance; project management; and/or vendor relationship management.

Essential Supplemental Functions (may include but are not limited to)

• Assists in coordinating, tracking, development, and/or review of Board of Commission procurement agenda items
• Supports the CPO in final resolution of solicitation, contract, end user, and/or vendor related matters and communications.
• Assists CPO with coordinating, tracking, development, review, and/or implementation of various departmental policies, processes, and procedures.
• Monitors changes in procurement laws, regulations, and County ordinances and prepares summaries or briefing materials for executive review.
• Assists in determining meaningful departmental metrics for compilation and review.
• Coordinates communications related to procurement initiatives, vendor relations, and Board of Commissioners meetings.
• Assists the CPO with strategic initiatives such as sustainability programs, supplier diversity efforts, and procurement modernization projects.
• Assists the CPO in planning, organizing, executing, and tracking projects and applicable milestones.

Minimum Qualifications:

Associate degree in Office Systems Technology or Office Administration required, Bachelor's degree preferred; five years of progressively responsible experience that includes secretarial work at an executive/senior level, office administration, customer service, or records management (experience in a public sector is preferred); or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Specific License or Certification Required:

May require possession and maintenance of valid State of Georgia Notary Public certification.

DeKalb County Government (Georgia, USA)