Administrative Assistant

Position Description

The Administrative Assistant in the County Executive’s Office provides a full range of office support tasks requiring special skills and knowledge in various areas and excellent customer service internally and externally. The work involves various administrative processes and methods, including using office automation systems and computer applications. The supervisor provides general guidance for new or unusual assignments, and recurring assignments are performed independently. Contacts include county employees at all levels, the general public, other municipal or private sector agencies, and elected officials.

This is an “exempt” position that serves at the pleasure of the County Executive and reports to the Chief of Staff. Based on experience, the salary range for this position is $52,429 - $63,000.

Examples of Duties and Knowledge, Skills and Abilities

Tasks include, but are not limited to:

1. Provide outstanding customer service through phone and in-person interactions in an office environment, ensuring a welcoming atmosphere for visitors and guests. Extend hospitality services to our guests.

2. Responsible for phone coverage during assigned shifts, log calls, and direct callers to the appropriate contacts in a timely manner.

3. Work closely with the Community Engagement & Constituent Services (CECS) team to ensure that all requests for information or services are entered into the case management system and assigned correctly. Attend CECS-led meetings as necessary.

4. Maintain a clean and organized office environment. Ensure all office areas—such as the waiting area, staff mailboxes, conference rooms, storage closets, and kitchenettes—are well stocked and orderly.

5. Purchase and manage inventory of general office and kitchen supplies. Organize deliveries and supplies in the designated storage areas.

6. Schedule conference rooms as requested by staff for meetings and other office events, ensuring availability and proper setup.

7. Receive, open, sort, scan, log, and distribute outside and interoffice mail, including deliveries, efficiently and accurately.

8. Prepare and track requests for citations and proclamations.

9. Assist with payroll processing by accurately inputting timesheets and tracking staff payroll completion.

10. Perform various administrative roles within the office, including managing facility requests, assisting in organizing office events, and providing backup for other administrative functions when needed.

11. Work in the office in person four days a week, with the possibility of five days if requested.

12. Perform other duties as assigned, demonstrating flexibility and responsiveness to office needs.

Minimum Qualifications

EDUCATION: Graduation from high school

EXPERIENCE: The Administrative Assistant must possess excellent organizational skills and oral and written communication skills, have good judgment and the ability to deal effectively and courteously with all personnel, have a four (4) of more years' knowledge of modern office practices, procedures, and equipment, be proficient in Google Workspace, have two (2) or more years' knowledge of office record keeping and reporting, ability to develop effective office work procedures and to establish and maintain effective working relationships within all levels of county government, be a team player with a positive attitude and commitment to confidentiality and professionalism.