Executive Secretary - County Council

Job Description

General Purpose The County Council Executive Secretary performs traditional secretarial support services and substantive assistance in the organization and implementation of management functions, and assures the effective accomplishment of the same. Work may include typing, organizational, and related support to the Clerk to Council, and the County Council President and Members.

Supervision Received This position reports directly to the Clerk to Council and the members of County Council.

Supervision Exercised This position is not responsible for the supervision of other employees or functions.

Essential Duties of the Position

• Ability to work in a fast-paced and frequently changing environment with deadlines and high pressure.
• Possession of a high-level of attention to detail and accuracy.
• Ability to maintain a professional demeanor with a wide variety of personalities.
• Ability to maintain highest level of confidentiality when dealing with sensitive and secure information/documents.
• Reviews incoming mail and determines priority and nature of material, and procedural action required.
• Compiles daily correspondence and accompanying memorandums for distribution to Council.
• Composes and proofreads all documents in preparation before, and after, Council meetings.
• Indexes all correspondence and minutes from Council meetings as well as drafts and maintenance of ordinance audit file.
• Composes routine correspondence and engages in standard office procedures such as copying and scanning documents.
• Communicates directly with other County and/or Court officials to secure information, pass on instructions or requests, or track down status of ongoing projects or other efforts.
• Establishes and maintains office files and other record keeping systems.
• Assembles information from records and office files, and archives documents in accordance with law.
• Schedules Council meeting room for variety of commissions and department use.
• Drafts and assists in preparation and proofreading of agendas, agenda packets, and other documentation for communication to Council.
• Prepares documents for website posting and updates to public website calendar.
• Transcribes and proofreads minutes from all Council and Council Committee meetings.
• Types minutes, advertisements, and similar items from recorded dictation, notes, handwritten drafts, or other source material.
• Proofreads such work and corrects errors.
• Greets visitors and determines nature of business.
• Explains circumstances, decisions, activities underway or anticipated, approvals, and/or status of items.
• Assists or refers visitors, callers, and representatives of other County, Court, and private agencies to appropriate office or individual for further assistance.
• Attends County Council meetings and records minutes in the absence of the Clerk or Deputy Clerk to Council.
• Cross trains on other office functions to ensure continuity of records.
• Evaluates efficiency and effectiveness of existing office procedures, and workflow.
• Develops new, or changes in, processing, order of work accomplishment, nature and/or extent of verifications, and similar activities.
• Coordinates efforts with individuals in offices affecting work accomplishment.
• Works with management, technical and/or other clerical personnel to improve timeliness, completeness, and effectiveness of such work accomplishments.

An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor level duties performed on the job may not be listed. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

Required Minimum Qualifications

Education & Experience Completion of a high school, or general equivalency, diploma; AND At least three (3) years of satisfactory full-time secretarial experience in a governmental or judicial setting.

Knowledge, Skills, and Abilities Comprehensive knowledge of procedural and processing requirements governing records keeping, documentation, and similar office functions in governmental offices. Comprehensive knowledge of English usage, grammar, spelling, and punctuation as used in clerical processing assignments in governmental offices. Thorough knowledge of administrative clerical methods and techniques used to manage and coordinate meetings, workflow, and similar functions. Thorough knowledge of the organizational and functional relationships within the County, the Court, and related organizations. Skill in gathering information from and explaining procedural and/or processing requirements to visitors, callers, clients, members of the public, and officials of public and private organizations. Skill in operating typewriting, word processing, copying, and other office equipment, as required by work assignment. Skill in the use of word processing, spreadsheet, database, graphics, and/or similar computer programs, when required by work assignment. Ability to take accurate notes of discussions and dictated material in order to produce draft and/or final correspondence, documents, meeting minutes, and other items. Ability to establish and maintain effective working relationships with associates, callers, visitors, clients, representatives of other offices, and members of the public. Ability to read, write, speak, understand, and communicate in English to perform the duties of this position.

Tools and Equipment Telephone, personal computer (including word processing and spreadsheet software), calculator, writing implements, fax machine, copy machine, and paper shredder.

Physical Demands While performing the duties of this job, the employee is frequently required to walk, sit, talk, or hear. The employee must occasionally lift and/or move up to twenty-five (25) pounds. 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job The noise level in the work environment is usually quiet.

Selection Guidelines Formal application, rating of education and experience, interview, and reference check as well as job related tests may be required. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. FLSA Status: FLSA Non-Exempt (Eligible for Overtime) Designation: Career Service Pay Grade: CS/GR19 Union Status: Non-Union Updated May 2026