EXECUTIVE ASSISTANT, BOARD OF COMMISSIONERS

Administrative Assistant

The purpose of this position is to provide administrative support to the Henry County Board of Commissioners. Incumbents have the highest degree of interaction with various officials and dignitaries. Client relations are more sensitive and considered critical to the operations of the organization at the highest executive level of government.

Examples of Duties

• Provides executive/administrative support to County administrators or elected officials as assigned; relieves executive staff of routine administrative tasks; screens telephone calls, mail, and other communications and initiates appropriate action/response; records dictation; types, composes, types, edits, or proofreads correspondence on behalf of County executive staff; records and/or transcribes correspondence, statements, minutes, or other information; and keeps executive staff informed of significant matters, messages, documentation, or other information.
• Serves as liaison between the County executive staff and County departments/divisions, staff members, County officials, the public, community leaders, outside agencies, or other individuals or organizations; distributes and receives sensitive information; interacts with various officials and dignitaries involving sensitive client relations; conveys and circulates information and documentation to appropriate department personnel.
• Coordinates daily administrative activities of area of assignment; coordinates assigned projects and activities; monitors status of projects/workflow and troubleshoots problem situations; works to independently resolve problems and initiates appropriate action/response; coordinates communications and conveys information between County executive staff and County departments; and coordinates, conducts, or attends staff meetings to review department plans, progress, budgets, and other activities.
• Maintains calendar/schedule of activities for County executive staff; schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; updates calendar on a regular basis; notifies parties involved of changes; and coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department management or other staff.
• Conducts advanced research on behalf of County executive staff to aide in matters under consideration; utilizes County files and records, court/legal records, electronic data sources, Internet sites, or other sources as needed; compiles and/or monitors various administrative and statistical data pertaining to County-wide operations; analyzes data and identifies trends; writes, prepares, formats, or otherwise generates reports, presentations, white papers, and other documents; makes recommendations for changes to improve operations, provide more responsive service, and/or optimize the use of resources; and provides technical assistance and information to County executive staff to aid in decision making.
• Provides administrative support and coordination for various meetings at the executive management level, which may include the Board of Commissioners, elected officials, committee meetings, etc.; 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.
• Conducts records maintenance activities; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; and conducts records maintenance activities in compliance with guidelines governing record retention.
• Types, prepares, proofreads, and/or completes various forms, reports, correspondence, lists, logs, notices, schedules, calendars, attendance records, check requests, purchase orders, requisitions, budget documents, contracts, agreements, statistical reports, incident/accident reports, work order requests, agendas, minutes, motions, ordinances, resolutions, inventory records, charts, graphs, spreadsheets, or other documents.
• Processes a variety of documentation associated with department operations within designated timeframes, and per established procedures; receives, reviews, records, and/or distributes documentation; logs, tracks, or maintains records regarding department activities; and files, maintains, and stores hardcopy records.
• Performs data entry functions by keying data into computer system; enters, retrieves, reviews, or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; indexes documents; and develops databases and computerized reports.
• Operates a personal computer to enter, retrieve, review, or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.
• Communicates with supervisor, County officials, other County employees, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Performs other related duties as assigned.

Minimum Qualifications

Education and Experience:

Requires an associate degree in administrative services, Office Administration, or related field; and five (5) years of related executive or senior level secretarial, office administration, customer service, and or record management experience, or equivalent combination of education and experience. Bachelor's degree and experience in a municipal government environment is preferred.

Licenses or Certifications:

Must possess and maintain a valid State of Georgia Notary Public certification.

Special Requirements:

None.

Knowledge, Skill, Abilities / Supplemental Information

Knowledge, Skills, and Abilities:

• Knowledge of local government operations, Human Resource related programs, policies and plans, and modern office practices and procedures.
• Knowledge of Microsoft Word, Excel, PowerPoint, and other similar programs.
• Skill in the use of computers and software applications related to the essential functions of the job.
• Skill in effective communication, both verbally and in writing.
• Ability to meet and deal with employees and the public in an effective and courteous manner.
• Ability to get along with others, and work effectively with the public and co-workers.
• Ability to work flexible hours, including evening meetings.
• Ability to multi-task and work within deadlines.
• Ability to deal with confidential and sensitive matters.
• Ability to work with and process payments for accounts within the HR budget and department.
• Ability to use computers for data entry, word processing, and accounting purposes.
• Ability to operate a copying machine.

PHYSICAL DEMANDS

The work is light work which requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects. Requires mental acuity including the ability to make rational decisions through sound logic and deductive processes, the ability to express ideas by means of the spoken word and have close visual acuity.

WORK ENVIRONMENT

Work is performed in a relatively safe, and secure work environment.