EXECUTIVE ASSISTANT

Minimum Qualifications:

Associate's degree in secretarial science or office administration required, Bachelor's degree preferred; supplemented by five (5) years of progressively responsible experience that includes secretarial work at an executive/senior level, office administration (preferably in a municipal environment), customer service, record management, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Resumes are welcomed without personal and identifiable information

Specific License or Certification Required: May require possession and maintenance of valid State of Georgia Notary Public certification.

SPECIAL REQUIREMENTS:
*All applicants must agree to and successfully pass a background investigation, drug screening and polygraph to be considered for employment with the Fulton County Sheriff's Office.*

EXAMINATION:
The examination will consist of an evaluation of education and experience, accomplished by analysis of the application. Application must document that the applicant possesses the minimum knowledge, skills, education and experience as listed to be rated as qualified. If selected, an official, accredited college transcript is required, at time of employment, for all degrees/course work used to qualify for this position.

Purpose of Classification:

The purpose of this classification is to provide administrative support to the assigned department head characterized by the highest degree of interaction with various officials and dignitaries, and wherein client relations are more sensitive and considered critical to the operations of the organization at the highest executive level of county government. Work often requires a broader knowledge and comprehension of techniques, information, methods, and organizational procedures, wherein a moderate latitude for judgment relative to understanding and interpretation is required. Job duties can be learned from more formalized instruction or an apprenticeship of moderate duration. This is a restricted classification subject to a limited number of positions countywide.

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 assigned department head: 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; circulates documentation to appropriate departments.

Conducts advanced research on behalf of the assigned department head 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 aide decision making.

Coordinates the daily administrative activities of assigned department: coordinates department 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 among department/division personnel; coordinates, conducts, or attends staff meetings to review department plans, progress, budgets, and other activities.

Provides direction, training, guidance and assistance to employees; coordinates projects and daily work activities; organizes, prioritizes, and assigns work; 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; maintains computerized and/or hardcopy records.

Provides administrative support and coordination for various meetings at the executive management level, which may include the Board of Commissioners, elected officials, and other ; 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; maintains board records.

Maintains calendar/schedule of activities for the assigned department head and/or executive staff; schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; 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; 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; shreds/destroys confidential or obsolete documents; 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; 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.

Receives various forms, reports, correspondence, logs, lists, schedules, calendars, invoices, statistical data, time sheets, job applications, road inventory, minute books, catalogs, laws, regulations, ordinances, policies, procedures, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.

Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, bookkeeping, case management, presentation, desktop publishing, calendar, Internet, e-mail, or other programs.

Plans events such as groundbreaking ceremonies, dedication ceremonies, or other activities; coordinates framing of certificates, maps, or other documents.

Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary.

Communicates with County officials, Board members, employees, other departments, attorneys, vendors, the public, state/federal agencies, outside agencies, the media, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Additional Functions:

Performs other related duties as required.

Performance Aptitudes:

Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction: Requires the ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Functional Reasoning: Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.

It is the policy of Fulton County that there will be equal opportunity for every citizen, employee and applicant, based upon merit without regard to race, color, religion, national origin, gender, age, genetics, disability or sexual orientation.