Executive Assistant

Description The Executive Assistant provides high-level administrative and operational support to the Director of Administration, Board of Commissioners, County Attorney, and Human Resources Department. This position serves as a trusted partner to County leadership by managing executive communications, coordinating strategic initiatives, facilitating interdepartmental collaboration, preparing reports and presentations, maintaining confidential records, and supporting the execution of organizational priorities. The Executive Assistant exercises independent judgment, discretion, and professionalism while handling sensitive information, coordinating multiple projects and deadlines, and serving as a liaison between County leadership, elected officials, department heads, employees, external agencies, and the public. The position requires exceptional organizational, communication, and problem-solving skills and the ability to anticipate needs, manage competing priorities, and ensure the efficient operation of executive functions. Responsibilities Manages and coordinates schedules, meetings, appointments, and priorities for the Director of Administration and Board of Commissioners Greets visitors, answers incoming telephone calls, responds to routine inquiries, and directs questions or concerns to the appropriate department or individual as needed Reviews incoming correspondence and inquiries, determines appropriate action, and responds independently when appropriate Prepares and submits claims for payment, including maintaining bookkeeping and financial records for assigned departments Maintains official records, contracts, resolutions, agreements, and executive documents in accordance with County requirements Monitors Commissioner departmental budgets and advises the Board of Commissioners when additional appropriations may be necessary Assists with budget preparation, monitoring, and reporting activities for assigned departments Prepares payroll and departmental claims for the Commissioners’ Office, County Attorney, and Human Resources Department Serves as a liaison between County leadership, elected officials, department heads, employees, outside agencies, and the public Prepares, reviews, and distributes agendas, reports, presentations, meeting materials, and official correspondence for executive leadership Provides administrative support for boards, committees, and executive leadership meetings Performs additional duties as assigned in support of executive and organizational objectives Key Performance Standards Ensures all work is completed in compliance with applicable state statutes, local ordinances, and County policies Adheres to all County and State regulations related to financial and account management practices Maintains accurate accounting and reconciliation of all monies received and processed on a daily basis Meets all deadlines established by state statutes, local ordinances, and the Board of Commissioners Provides professional and responsive customer service in accordance with standards established by the Board of Commissioners Ensures all forms, reports, and correspondence are accurate, complete, and compliant with County formatting and procedural guidelines Typical Qualifications Position Qualifications: High school diploma or GED required, with at least two years of prior experience or training in computer applications, accounting, bookkeeping, and general office administration preferred. An equivalent combination of education, training, and experience that provides the necessary knowledge, skills, and abilities to successfully perform the essential functions of the position may also be considered. Required Skills: Ability to accurately calculate, compile, and maintain data and records Ability to provide guidance, support, and direction to others regarding office procedures, policies, and standards Ability to maintain positive and professional working relationships with coworkers, departments, and the public Ability to handle highly confidential personnel, legal, financial, and strategic information Ability to manage multiple assignments simultaneously, prioritize tasks, and meet established deadlines under heavy workloads Ability to prepare clear and professional documents and correspondence using proper grammar, spelling, and communication skills Ability to communicate professionally and effectively with members of the public, including in difficult or emotionally charged situations Strong attention to detail and organizational skills Ability to accept and work under direction from multiple individuals, including situations involving differing priorities or instructions Advanced proficiency in Microsoft Office Suite, presentation development, and report preparation Confidentiality & Professional Discretion Must demonstrate the ability to exercise discretion and sound judgment when handling confidential, sensitive, and protected information. The employee is required to maintain strict confidentiality in accordance with County policies, applicable laws, and professional standards. As a condition of employment, the County will provide a Non-Disclosure Agreement (NDA) that the employee must sign, and the executed NDA will be maintained in the employee’s personnel file. Supplemental Information Working Conditions: Working conditions include a variety of interpersonal situations that must be handled with good judgement in a professional, discreet manner. The ability to work on several tasks at the same time and complete tasks effectively is required. This position requires the ability to work and communicate well with individuals from all levels. ADA Compliance - Physical Factors: Working conditions involve sitting for long periods, sitting/walking at will, keyboarding, lifting/carrying objects weighing less than 25 pounds, close vision, color/depth perception. Environmental Factors: Working conditions are normal for an office environment. Boone County, Indiana, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Full-time Benefits Retirement Benefits Medical Dental Vision PTO Paid Holidays Life Insurance & more! Waiting period may apply #J-18808-Ljbffr