Executive Assistant

Executive Assistant for the Supervisor/Superintendent Department

The Executive Assistant for the Supervisor/Superintendent Department is responsible for providing a wide array of complex, diverse and confidential, administrative and support services for the Department, in a highly sensitive, demanding, political and rapidly changing environment. The incumbent's work is characterized by involvement with broad Township-wide issues and interactions with other elected officials, constituents, representatives of a wide variety of community, civil and business groups, Township management staff and others on complex and sensitive matters.

Examples of Duties

• Serves as the Executive Assistant for the Supervisor/Superintendent Department; maintains and updates calendars for the Supervisor/Superintendent Department; receives and screens requests, coordinates, arranges and confirms meetings, appointments, social engagements and community/intergovernmental events.
• Oversee the communications and constituent services for the Supervisor/Superintendent Department, including receiving and screening visitors and telephone calls providing information and handling issues that require sensitivity and sound independent judgment; conducting research, responds to requests for information and resolves complaints from constituents; refers certain issues to appropriate staff members or Township departments for resolution; reviews, determines the priority of and routes assigned incoming correspondence.
• Plans, organizes, and schedules administrative support to the Supervisor/Superintendent Department; oversees the preparation and typing of correspondence, memoranda, agenda items, reports, resolutions, proclamations, agreements, presentations, forms and other documents; ensures that documents are accurate, complete and conform to Department standards, policies and procedures; ensures materials, reports and documents for signature are accurate and complete; responds independently to mail and email inquiries regarding variety of Township matters.
• Provides day-to-day leadership and works with staff to ensure a high performance, customer service oriented work environment that supports achieving the Township Board's objectives and service expectations; provides leadership and participates in programs and activities that promote a positive staff working environment.
• Coordinates all Board and Commission appointments and re-appointments.
• Prepares and processes requisitions, purchase orders and accounts payable requests for the Department; monitors budget balances.
• Plans, organizes, makes and supervises logistical arrangements and serves as host for a variety of Supervisor/Superintendent Department events.
• May perform other special projects and duties as required by the Supervisor/Superintendent Department.

Typical Qualifications

Must Have:

• Bachelor's Degree from an accredited college or university or substantial college level coursework in public administration, communication, business or related field, or an equivalent level of training and experience.
• Minimum of 3-5 years of progressive administrative office experience in a municipal environment, may be supplement or be accepted in lieu of a Bachelor's degree.
• Substantial public contact in a municipal setting is preferred.
• Successfully pass a pre-employment drug test and criminal background check.

Knowledge:

• Office and administrative management practices and procedures, including document and file management
• Principles and practices of sound business communication
• Township organization, ordinances, rules, policies, procedures and operating practices related to areas of responsibility
• Functions of public agencies including the role of an elected Township Board and appointed committees and boards
• Methods practices of public administration including budgeting, purchasing and maintenance of public records

Skills:

• Proficient in computers, word processing and spreadsheet software and other standard office equipment
• Writing skills for composing and preparing correspondence
• Effective management of accurate and concise records, reports and documents
• Clear, effective and persuasive communication skills, both orally and in writing
• Tact, diplomacy and discretion for dealing with sensitive and confidential situations that concern internal and external parties

Abilities:

• Able to manage and rapidly changing priorities to meet the needs and expectations of the Supervisor/Superintendent Department in interactions with other elected and appointed officials and various constituencies
• Able to represent the Supervisor/Superintendent Department effectively in meetings and interactions in person, by telephone, email and social media with a wide range of constituencies
• Able to establish and maintain highly effective working relations with the Executive Team, Township Board Members, other elected and appointed officials, committee members, department heads and managers, staff, residents, representatives of civic community groups, the media, the public and other encountered in the course of performing job duties.

Supplemental Information

Working Environment:

The employee works under typical office conditions requiring managing multiple tasks and handling frequent interruptions. Work is required to occasionally attend meetings and events on behalf of the Supervisor/Superintendent Department outside of regular work hours, in evenings and weekends. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is moderately quiet.

Physical Requirements:

While performing the duties of this job, the employee is frequently required to see, sit and talk or hear. The employee is occasionally required to walk; use hands and fingers to handle or operate objects, tools or controls; and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Application Process

Those interested in the position should submit the following:

• Online application
• Cover letter
• Resume
• Professional reference list