DISTRICT CLERK'S OFFICE - EXECUTIVE ASSISTANT

Acceptable Experience and Education

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.

Certificates and Licenses Required

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.

Essential Duties

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.

Depending on area assigned:

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; 

Other Important Duties*

Performs such other related duties as may be assigned.

As members of the County of El Paso Emergency Response System, all El Paso County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to train on emergency response and/or perform certain emergency services at the direction of their supervisor

Summary of Position

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.

Minimum Requirements: Knowledge, Skills, and Abilities

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: 

• Demonstrate regular and reliable attendance;
• Work well with others and participate fully in a team oriented environment;
• Interface with other employees and customers in a courteous and respectful manner;
• Maintain strict confidentiality;

• Project positive support of their department and all organizations receiving El Paso County service      at all times; and,

• Maintain and enhance the County’s commitment to customer service excellence

Organizational Relationships

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

Salary : $58,372