DISTRICT CLERK'S OFFICE - EXECUTIVE ASSISTANT

Bachelor’s degree from an accredited university of college in Business or related field with six (6) years of executive/staff support experience.

Or any equivalent combination of education, experience, and training which provides the required knowledge, skills, and abilities.

Must have or obtain by date of hire a valid driver's license applicable to job responsibilities, with a driving record acceptable to the County of El Paso.

Serves as a point of phone or personal contact for outside agencies, other County departments and the general public regarding inquiries or complaints about a specific program and/or its services; receives and screens visitors;

Gathers, organizes and summarizes information for special projects; prepares various routine and complex reports, tables, graphs and statistical summaries; including the organization and maintenance of various administrative duties; makes appointments and maintains a calendar, schedules and arranges for meetings and makes travel and meeting related arrangements; routes and handles organizing meetings by notifying participants, makes room arrangements, prepares agendas and required information materials, attends meetings and prepares minutes; follows up on projects, transmits information, and keeps informed of pertinent activities; works with ITD on department’s website and ensures documentation is updated and maintained;

Prepares correspondence, reports and other materials from rough drafts or from other source documents for review and signature; reads and reviews incoming and outgoing correspondence;

Provides work direction to other support staff; provides training and technical guidance; transmits directive, instructions and assignments and follow up on the status of assignments within the department and County-wide;

Establishes and maintains records and filing systems; archives, transfers, revises, sorts and extracts files and documents; posts public meeting announcements; maintains staff activity schedules;

Provides information and resolves complaints; makes executive decisions in the absence of department head or designee;

Performs special projects as assigned; researches, compiles and summarizes a variety of information or statistical materials from multiple sources; prepares a variety of studies, reports and relates information for decision making purposes;

Recommends actions to be taken on office expenditures such as equipment supply needs; maintains and tracks office supplies;

Stays abreast of new trends and innovations in the field;

Commits self to providing excellent customer service and demonstrate commitment through cooperative team and individual efforts; and

Creates a high quality work culture through participation in and emphasis on training and mentoring to develop leadership, management, and technical skills in self and all employees, including safety related training and skills.

Prepares payroll documents;

Processes billings and invoices for payment;

Receives payments; issues receipts;

Monitors spending;

Schedules trials and pre-trials, conferences and meetings; develops agendas; records and produces meeting minutes;

Performs special projects;

Manages department head calendar, travel, via phone and document correspondence;

Serves as a notary public for legal documents;

Assists in creating requisitions through NeoGov system, reviewing application, schedules and participates in interviews;

Performs such other related duties as may be assigned.

The Executive Assistant under limited supervision, performs complex administrative support duties for a County Elected Official. Work responsibilities may extend to providing work direction to other support staff.

Knowledge of: the principles and practices of accounting; modern office administration; the methods and practices of collections; secretarial practices; the court system; legal terminology principles and practices of administrative management; the principles and practices of effective customer service; principles and practices of effective employee supervision; County organization, operations, policies and procedures; knowledge of report preparation, documents file creation and presentation; English usage, grammar, punctuation and spelling; techniques for effective interpersonal communications; modern office procedures, methods and computer equipment to include Windows and Microsoft based products. Skill/Ability to: ability to foresee, interpret and analyze circumstances, conditions and events, data and records as necessary; balance general ledgers, reconcile accounts and make journal entries; operate a personal computer and various software applications; conduct research, develop appropriate documentation, assess and prioritize multiple tasks, projects and demands to meet scheduled requirements; establish and maintain effective working relations with co-workers and customers to promote and support a productive work environment; work efficiently independently and in a team environment to meet established goals and objectives; communicate effectively in verbal and written forms to respond effectively to customers and staff; exercise initiative and independent judgment within established procedural guidelines in performance of daily duties; responding effectively to customers; assessing and prioritizing multiple tasks, projects and demands; reading, interpreting, and communicating instructions; compilation, analysis, and presentation of statistical information; use initiative and independent judgment within established procedural guidelines; complete projects on time and within budget; operate personal computer using standard office operating software and general office equipment; prepare and maintain records, maintain filing systems, compile and organize information; communicate effectively both orally and in writing; promote program activities; make mathematical computations; prepare clear, concise and comprehensive written reports, and staff studies; schedule, supervise, train and evaluate assigned staff; and establish and maintain cooperative and effective relationships with those contacted during the course of work. Pass a background investigation.

Each and every county position requires the following professional skills and abilities as key and

necessary elements of performance:

Reports to: Elected Official, Chief Deputy, or Office Admin. /Support Manager

Directs:Non-supervisory position; however, may provide work direction to other support staff

Other: Has frequent contact with elected officials, department heads, county employees, other agencies, contractors, Board Members, vendors, regulatory and funding agencies and the general public

El Paso County offers a very comprehensive benefit package (some benefits may not apply to part time or temporary employees) consisting of the following:

HOLIDAYS
16 holidays per year as recognized.


VACATION
Accruals are credited on a biweekly basis and available for use as it is accrued after 6 months of continuous service. Year to year carry-over accruals are limited to twice the employee's annual rate. Part-time employees accrue vacation at half the rate of full-time employees.
10 days (1 through less than 5 years of service)
15 days (5 through less than 15 years of service)
20 days (15 years of service or over)


SICK LEAVE
Accruals are credited on a biweekly basis and available for use as it is accrued after 3 months of full time service. Employees accrue 15 days of sick leave per year.


MISCELLANEOUS PAID LEAVES
Military Leave – 15 days of paid leave per fiscal year for active military service
Bereavement Leave – 3 days of paid leave for the death of an immediate family members and 4 hours for other family members and friends.


MEDICAL HEALTH BENEFITS

Plan Costs – Biweekly Rates

Effective January 1, 2025 to December 31, 2025

Medical
Consumer Driven Health Plan (CDHP)
No Discounts
EE Only $5.34
EE & Spouse $145.30
EE & Children $101.93
EE & Family $238.07

2% Tobacco-Free Discount
EE Only - $5.24
EE & Spouse - $142.39
EE & Children - $99.89
EE & Family - $233.31

4% Wellness Screening & HRA Discount
EE Only - $5.14
EE & Spouse - $139.49
EE & Children - $97.85
EE & Family - $228.55

6% Tobacco-Free AND Wellness Screening & HRA Discount
EE Only - $5.04
EE & Spouse - $136.58
EE & Children - $95.81
EE & Family - $223.79

Core Plan
No Discounts
EE Only - $35.70
EE & Spouse - $226.41
EE & Children - $174.96
EE & Family - $358.61

2% Tobacco-Free Discount
EE Only - $34.98
EE & Spouse - $221.88
EE & Children - $171.46
EE & Family - $351.44

4% Wellness Screening & HRA Discount
EE Only - $34.26
EE & Spouse - $217.35
EE & Children -$167.96
EE & Family - $344.27

6% Tobacco-Free AND Wellness Screening & HRA Discount
EE Only - $33.56
EE & Spouse - $212.83
EE & Children - $164.46
EE & Family - $337.09

RETIREMENT
Retirement benefits are provided by the Texas County and District Retirement Fund (TCDRS). Regular employees become a member of TCDRS upon hire. All regular employees are required to contribute 7% to the retirement fund and the County matches 250% upon eligible retirements.

DEFERRED COMPENSATION
Employees may defer earnings, on a pre-tax basis, into a 457 deferred compensation program. This is an optional program.

LIFE INSURANCE
Full-time County employees are provided a basic life insurance benefit of $10,000 life insurance at no cost. Supplemental coverage is available for additional fees.

LONG-TERM DISABILITY
The Long-Term disability program provides 60% of the employees' income when the employee becomes disabled because of an illness, injury or accident for a period above 90 days.

SHORT-TERM DISABILITY
The Short-Term disability program provides 60% of the employees' income when the employee becomes disabled because of an illness, injury or accident for a period shorter than 90 days.

RETIREE HEALTH INSURANCE
Employees who retire from the County are eligible to continue Health Insurance at the rate set by the El Paso County Risk Pool Board.

EMPLOYEE ASSISTANCE PROGRAM
Employees are enrolled in an Employee Assistance Program that provides a variety of counseling services.

SECTION 125 MEDICAL & DEPENDENT CARE PROGRAM
The section 125 program is optional for employees and provides a method to pay medical and dependent care expenses on a pre-tax basis.

HEALTHY LIFESTYLE REIMBURSEMENT
Reimbursement of $15 per month for 6 months of continuous gym usage.

EDUCATIONAL ASSISTANCE PROGRAM (EdAP)
Reimbursement up to $2000 per calendar year for eligible education expenses.

EMPLOYEE FITNESS AND WELLNESS CENTER
The Employee Fitness and Wellness Center opened in October 2021 at the County Courthouse. The cost is $5 per employee per month.