What are the responsibilities and job description for the Executive Assistant - Central Services position at County of Mason (WA)?
JOB
The Executive Assistant independently coordinates and performs a broad range of technical support services to the County Administrator. This position is responsible for ensuring correspondence, reports, statements, policies, and other paperwork generated by the County Administrator meets standards and is properly distributed. May produce original drafts or transcribe when creating forms or preparing correspondence. Schedules appointments, assists the public, and completes diverse projects as assigned. This position requires sound decision making, judgement, and confidentiality.
EXAMPLE OF DUTIES
(Any one position may not include all the duties listed nor do the listed examples include all tasks which may be found in positions of this class.)Represent the County Administrator by communicating procedures, policies, programs, and mission to stakeholders. Through collaboration and coordination with others, develop and implement procedures and techniques to accomplish organizational objectives, responsibilities, and administrative control. Track and monitor progress on current events/projects. Collaborate with responsible parties to identify current status of projects/goals and notify Administrator of challenges or impediments Receive and review proposals and complaints directed to County Administrator; determine which concerns should be referred to the County Administrator, those which can be handled by other Central Services personnel or county officials, and those which can be taken care of personally.Develop and conduct research regarding current issues. Collect and analyze background data as requested; prepare reports, charts, graphs, and spreadsheets as necessary and explain in a clear manner to a variety of audiences. Conduct legislative and/or legal research to include , bill research, RCWs, WACs, and county codes. Act as a representative of the County Administrator and the office on boards, committees, at conferences, and before citizen groups as assigned, including public speaking assignments.Engage with and handle confidential or other highly sensitive information to include employee relations issues, union negotiations, official documents, etc. Type, transcribe and write various forms, correspondence, reports, statements, policies, evaluations, and other pertinent documents. Schedule and maintain appointment calendars for the County Administrator. Prepare agendas and attend administrative briefings and meetings, record and transcribe minutes. Respond to public and member inquiries. Maintain policies and manuals. Receive and screen visitors and incoming calls for the County Administrator. Prepare personnel, special and general orders for administrative signatures. Process incoming mail for the County Administrator. Answer, monitor and distribute County Administrator e-mail. Attend all scheduled meetings on time and participate when appropriate.Requisition necessary supplies in a timely manner. Maintain conference and training room schedules, coordinate various meetings. Respond and process public information requests. Regular, reliable, and punctual attendance. Other duties as assigned. Knowledge of: County government.Research methods.Skill in: Microsoft Suite.Organization and prioritization of work.Clear and effective writing.Document and prepare meeting minutes. Multi-tasking and handling conflicting priorities. Ability to: Organize data into appropriate format and prepare correspondence and documents from oral and written instructions. Operate office equipment. Accurately file paperwork in various filing systems. Maintain confidentiality. Maintain a courteous attitude under stressful situations when stakeholders are in various stages of emotional anxiety. Work with minimum supervision. Establish and maintain effective working relationships with stakeholders. Communicate effectively, both orally and in writing, regarding complex or sensitive issues. Creatively problem solve. OTHER JOB DUTIES: May be required to obtain additional education as required to conduct business functions.
SUPPLEMENTAL INFORMATION
(The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job. Mason County provides reasonable accommodation to enable individuals with disabilities to perform the essential functions.)Work is performed in an office environment while remaining stationary at a computer or desk operating general office equipment. May move up to fifty (50) pounds. Ability to read correspondence and focus for extended periods of time and perform general office work. Operate computer keyboard for extended periods of time. Strength and flexibility to bend and file for extended periods of time. May occasionally travel inside and outside the County. Position requires mental acuity to ensure thorough analysis of situations in a fast-paced environment. Employees are required to maintain confidentiality of information within the department. The employee may be required to deal with disgruntled individuals requiring the use of conflict management skills. Employees are frequently required to perform work in confidence and under pressure for deadlines and is always required to maintain professional composure and tact, patience, and courtesy.
The Executive Assistant independently coordinates and performs a broad range of technical support services to the County Administrator. This position is responsible for ensuring correspondence, reports, statements, policies, and other paperwork generated by the County Administrator meets standards and is properly distributed. May produce original drafts or transcribe when creating forms or preparing correspondence. Schedules appointments, assists the public, and completes diverse projects as assigned. This position requires sound decision making, judgement, and confidentiality.
EXAMPLE OF DUTIES
(Any one position may not include all the duties listed nor do the listed examples include all tasks which may be found in positions of this class.)Represent the County Administrator by communicating procedures, policies, programs, and mission to stakeholders. Through collaboration and coordination with others, develop and implement procedures and techniques to accomplish organizational objectives, responsibilities, and administrative control. Track and monitor progress on current events/projects. Collaborate with responsible parties to identify current status of projects/goals and notify Administrator of challenges or impediments Receive and review proposals and complaints directed to County Administrator; determine which concerns should be referred to the County Administrator, those which can be handled by other Central Services personnel or county officials, and those which can be taken care of personally.Develop and conduct research regarding current issues. Collect and analyze background data as requested; prepare reports, charts, graphs, and spreadsheets as necessary and explain in a clear manner to a variety of audiences. Conduct legislative and/or legal research to include , bill research, RCWs, WACs, and county codes. Act as a representative of the County Administrator and the office on boards, committees, at conferences, and before citizen groups as assigned, including public speaking assignments.Engage with and handle confidential or other highly sensitive information to include employee relations issues, union negotiations, official documents, etc. Type, transcribe and write various forms, correspondence, reports, statements, policies, evaluations, and other pertinent documents. Schedule and maintain appointment calendars for the County Administrator. Prepare agendas and attend administrative briefings and meetings, record and transcribe minutes. Respond to public and member inquiries. Maintain policies and manuals. Receive and screen visitors and incoming calls for the County Administrator. Prepare personnel, special and general orders for administrative signatures. Process incoming mail for the County Administrator. Answer, monitor and distribute County Administrator e-mail. Attend all scheduled meetings on time and participate when appropriate.Requisition necessary supplies in a timely manner. Maintain conference and training room schedules, coordinate various meetings. Respond and process public information requests. Regular, reliable, and punctual attendance. Other duties as assigned. Knowledge of: County government.Research methods.Skill in: Microsoft Suite.Organization and prioritization of work.Clear and effective writing.Document and prepare meeting minutes. Multi-tasking and handling conflicting priorities. Ability to: Organize data into appropriate format and prepare correspondence and documents from oral and written instructions. Operate office equipment. Accurately file paperwork in various filing systems. Maintain confidentiality. Maintain a courteous attitude under stressful situations when stakeholders are in various stages of emotional anxiety. Work with minimum supervision. Establish and maintain effective working relationships with stakeholders. Communicate effectively, both orally and in writing, regarding complex or sensitive issues. Creatively problem solve. OTHER JOB DUTIES: May be required to obtain additional education as required to conduct business functions.
SUPPLEMENTAL INFORMATION
(The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job. Mason County provides reasonable accommodation to enable individuals with disabilities to perform the essential functions.)Work is performed in an office environment while remaining stationary at a computer or desk operating general office equipment. May move up to fifty (50) pounds. Ability to read correspondence and focus for extended periods of time and perform general office work. Operate computer keyboard for extended periods of time. Strength and flexibility to bend and file for extended periods of time. May occasionally travel inside and outside the County. Position requires mental acuity to ensure thorough analysis of situations in a fast-paced environment. Employees are required to maintain confidentiality of information within the department. The employee may be required to deal with disgruntled individuals requiring the use of conflict management skills. Employees are frequently required to perform work in confidence and under pressure for deadlines and is always required to maintain professional composure and tact, patience, and courtesy.
