EXECUTIVE ASSISTANT - COUNTY MANAGER'S OFFICE

This position will serve as the Executive Assistant to the County Manager's Office 

Applicants are encouraged to apply early. The application review process will take place immediately and continue until the position is filled. This recruitment may close any time after the first review or when a sufficient number of qualified applications have been received. 

Hiring range for this position is $47,008.00 - $56,180.80. Initial placement for new employees is customarily at entry level through 35% percentile. Pay grade for this position is 17.  

General Definition of Work:

Performs difficult skilled administrative support performing a variety of complex office assistance and administrative and/or program tasks.  Work is performed under general supervision.  Supervision may be exercised over subordinate office assistance personnel.

Essential Functions/Typical Tasks:

Maintaining and coordinating office operations for the County Manager’s Office; managing the day to day activities of the County Manager including calendar maintenance through email, phone, and in person requests; maintaining complex, detailed and confidential records, files and databases; preparing and editing a variety of complex and/or confidential reports, documents and forms; responding to inquiries or complaints and explaining Department operations, policies and procedures to the general public, other employees, and vendors; maintaining confidentiality.  

(These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

• Receives calls and callers for the County Manager and ascertains nature of business, responds to the caller. 
• Resolves routine issues or complaints for the County Manager.   Seeks assistance as need. 
• Maintains calendar and schedules appointments for the County Manager.   Tracks a variety of t tasks, programs, or projects. 
• Manages confidential and time sensitive email under direction of County Manager.
• Types, prepares and edits information brochures, fliers, and other materials.
• Transcribes correspondence and composes and edits routine correspondence, forms and documents.
• Undertakes special projects as assigned; assists with the development, preparation and maintenance of departmental budget.
• Develops presentations and/or Power Points as requested.
• Maintains a variety of operational, bookkeeping, budget and program records and accounts including accounts receivable and payable.   Purchases supplies and equipment for department.  Prepares p-card statements.
• Prepares minutes of meetings; prepares files and forwards action needs to proper department.
• Processes incoming and outgoing mail.
• Receives, processes and enters a variety of information into computer systems.
• Checks and reviews a variety of data for accuracy, completeness and conformance to established standards and procedures.
• Establishes office procedures; sets up and maintains filing systems.
• Performs related tasks as required including Emergency Operations Center (EOC) or other after-hours department needs.

 
Knowledge, Skills and Abilities:

Thorough knowledge of standard office practices, procedures, equipment, computers, applicable software and secretarial techniques; of business English, spelling and arithmetic; general knowledge of the organization and thorough knowledge of the functions of the department; knowledge of general administrative policies and practices: skill in organizing and prioritizing work flow and coordinating a volume and variety of activities; ability to keep office records and to prepare accurate reports from file sources; to perform and organize work independently and utilize judgment and discretion in problem-solving situations;  ability to type accurately at a reasonable rate of speed and transcribe dictation; ability to make arithmetical calculations; ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor; to communicate effectively orally and in writing; skill in the operation of personal computer equipment and related office software; ability to establish and maintain effective working relationships with associates and the general public.

Management Preferences: 

• Advanced skill level in Microsoft Word, Excel, Outlook, and PowerPoint. 
• 2 years of experience at the Executive Assistant level. 
• 2 years of experience managing calendars, scheduling appointments, and preparing minutes of meetings.
• 2 years of Financial/Accounts Payable experience.

Education and Experience:

Requires graduation from high school including or supplemented by course work in secretarial science and extensive experience in office assistance work.  An equivalent combination of education and experience may be considered. 

Some county job postings say you can qualify by an "equivalent combination of education and experience." If that language appears,  then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both.



Special Requirements:
May require possession of an appropriate driver's license valid in the state of North Carolina. May require actively commissioned or obtain commission within one year of employment as a North Carolina Notary Public.


Physical Requirements:
This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects, and some light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects; work requires reaching, fingering, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, operation of machines, and determining the accuracy and thoroughness of work; the worker is not subject to adverse environmental conditions.

Supplemental and Contact Information:

Cabarrus County selects applicants for employment based on job-related knowledge, skills, and abilities without regard to race, color, gender, national origin, religion, age, disability, political affiliation or political influence.  

Degrees must be received from appropriately accredited institutions.  Transcripts, degree evaluations and cover letters may be uploaded with your application.  Applicants who obtained their education outside of the United States and its territories are expected to assume responsibility for having their academic degrees validated as equivalent to a degree conferred by a regionally accredited college or university in the United States. 

Please be sure to complete the application in full. Resumes may be uploaded with your application, but will not be accepted in lieu of a fully completed application and will not be considered for qualifying credit.  "See Resume" or "See Attachment" will NOT be accepted.

If multiple applications are submitted to an individual position, only the most recent application received prior to the posting closing date will be accepted. Applications must be submitted by 11:59 PM on the closing date.

Due to the volume of applications received, we are unable to provide information regarding the status of your application over the phone. To check the status of your application, please log in to your account. Processing applications will take an average of 6 – 8 weeks due to the high volume of applications received.  It is not necessary to contact the Human Resources Office to check the status of an application.  Upon the closing date, applications are "Under Review" and will be screened by Human Resources for the most qualified applicants.   

For technical issues with your applications, please call the NEOGOV Help Line at 855-524-5627. If there are any questions about this posting other than your application status, please contact HR at 704-920-2200.  

Salary : $47,008 - $56,181