Executive Assistant to the County Administrative Officer- Limited Term

THIS IS A LIMITED TERM POSITION

Under general direction, of the County Administrative Officer; to perform administrative, staff, and office management duties; to perform difficult, complex, and specialized office support, information gathering, information preparation, clerical work involving coordination with all County departments and public relations assignments; and to do related work as required.

DISTINGUISHING CHARACTERISTICS

The Executive Assistant to the County Administrative Officer reports directly to the County Administrative Officer or his/her designee and is responsible for administrative and secretarial functions including confidential employer-employee relations matters, supervision of the clerical staff and the combined clerical functions of the Administrative Office. The incumbent also provides vital communication links with all County departments management, county employees, the public and other governmental agencies.Duties include but are not limited to those described below. Reasonable accommodation will be made when requested and determined by the County to be appropriate under applicable law.

• Serves as primary administrative staff support for County Administrative Officer and Office;
• Performs a variety of office management, administrative support, and fiscal support assignments;
• Performs public information and relations assignments, including receiving office visitors and telephone calls, providing comprehensive information about policies, functions, and procedures;
• Prepares Board agenda items as assigned;
• Prepares correspondence and informational materials for the County Administrative Office;
• Interviews visitors, gives out information where judgment, knowledge, and interpretation of procedure and regulation are necessary;
• Consistently acts as the face of the department in a professional and businesslike manner;
• Handles confidential and sensitive information;
• Composes correspondence on own initiative on matters not requiring personal response by the County Administrator;
• Creates and maintains office calendar;
• Coordinates meetings and books conference rooms;
• Makes travel and lodging arrangements for the Administrative Office and the Board of Supervisors;
• May work with the Budget Officer and budget staff in maintaining and tracking a variety of fiscal and budget control journals, documents, and reports;
• Maintains and submits County Administrative Office and divisions payroll documents and records;
• May assist in the maintenance and processing of the CalCard program and related functions.
• May process and submit claims and follows purchasing procedures;
• Sorts and processes mail;
• Prepares purchasing documents and facilitates purchasing procedures;
• Gathers, organizes, and summarizes a variety of data and information;
• Performs special projects and prepares reports;
• Operates computers, maintaining and updating files and databases;
• May assist in other clerical and front office/desk reception duties in the Administrative Office.MINIMUM QUALIFICATIONS
  
  

Any combination of education, training and experience that would likely provide the required knowledge, skills and abilities may be considered qualifying. A typical way to obtain the required knowledge, skills and abilities would be.

Education: Equivalent to completion of the twelfth grade. Completion of advanced schooling in secretarial coursework, business, or information technology is preferred.

Experience: Two (2) years of previous administrative, office, and general support work experience comparable to that of a Secretary I with San Benito County; OR Four (4) years of responsible work experience performing a variety of administrative and office support work, including substantial experience in a public contact position.

Desirable: Experience with supervising and evaluating staff.

Special Requirements

• Possession of, or ability to obtain, an appropriate valid California Driver's License;
• Qualify for security clearance through a background investigation and fingerprint check.
• Ability to travel in-county and out-of-county to attend trainings and continuing education activities.Knowledge of:
  
  

Principles and practices of modern office management techniques; current policies, procedures, laws, regulation, and standards utilized by department/county; general organization and functions of county government and assigned department; public and community relations; proper techniques and professionalism in dealing with members of the public over the telephone, through correspondence, or in person establishment and maintenance of files and information retrieval systems; use of modern office management methods and procedures; basic mathematical computations; account and statistical record keeping; principles and practices in report writing, proofreading and in operating office equipment; the use of business computer equipment and software used in the assigned department; filling and record keeping; general principles and practices of effective supervision and of managing the administrative, secretarial and clerical functions of the assigned office; purchasing methods and procedures; proper English usage, spelling, grammar, and punctuation; safe work procedures.

Ability to

Effectively represent a County Department with dealing with other County staff, the public, community organizations, and other government agencies; deal effectively with a wide variety of personalities and situations with tact, diplomacy, maturity, poise, and firmness; exercise sound judgment when acting upon own initiative; interpret and apply county policies, ordinances, rules, and regulations; maintain and safeguard confidential and highly sensitive information, records, and documents; understand and correctly follow oral and written instructions; effectively communicate both orally and in writing; create and maintain effective working relationships with those contacted during the course of work; produce acceptable work product under pressure of deadline; work with considerable independence and initiative while exercising good judgment in recognizing scope of authority; compose correspondence on own initiative; motivate self without pressure of a deadline; gather, organize, analyze, and present a variety of data and information; prepare clear, concise, and accurate records and reports; exhibit attention to detail and Establish and maintain cooperative working relationships accuracy; prepare public relations and informational material; take and transcribe notes of dictation and meetings; use a personal computer and software for word processing and administrative support work; interpret and explain procedures to others; prioritize work assignments; provide lead direction, work coordination, or supervision for other support staff, as assigned; follow safe work practices and operate a motor vehicle.

Physical Requirements/Work Environment

Work is performed primarily in an office environment including sitting at a desk working with

computer equipment for prolonged periods, and travel for work purposes of training; hear and communicate orally in person, on the phone and in meetings; hand/eye coordination for use of computer/office equipment and performing ergonomics assessments; visual ability to distinguish colors; regularly working with files and general office equipment; safely operate a motor vehicle. Light to moderate lifting and carrying of files; occasionally stand and walk for extended periods.

Disaster Service Workers

All San Benito County employees are designated "Disaster Service Workers" through state and local laws (CA Government Code Sec. 3100-3109 and Emergency Services Chapter 6 via adoption of local Ordinance No. 361 Â

• 1, 2-25-75). As Disaster Service Workers, all County employees are expected to remain at work, or to report for work as soon as practicable, following significant emergency or disaster.