Executive Assistant

Both independently and under general direction, the Executive Assistant performs complex secretarial, administrative support, and research assistance duties for the County Commissioner.  This position serves as liaison between the Commissioner, department heads, local officials, and the public.  This position serves as the primary contact point for the Commissioner’s Office.  This position affects the operation of the office and requires the timely provision of services to others.

• Performs a variety of constituent relations.
• Plans, prioritizes, and assigns daily work tasks.
• Maintains the official calendar for the Commissioner.
• Schedules and coordinates appointments, meetings, workshops, presentations, local events, continuing education courses, and all other events for the Commissioner and staff.
• Prepares material and documentation for meetings, workshops, and presentations.
• Attends committee meetings and functions with and on behalf of the Commissioner.
• Prepares documents including letters, orders, requisitions, memoranda, reports, forms, narratives, resolutions, bulletins, invoices and training materials using a typewriter, word processor or personal computer.
• Researches a variety of information utilizing multiple resources.
• Investigates information to provide support for the Commission for various issues and projects.
• Prepares travel itineraries and makes travel and lodging reservations for the Commissioner.
• Assists in maintaining departmental budgets and balancing line items.
• Maintains and orders office supplies.
• Prepares and maintains a variety of reports and records such as invoices, accounts payable documentation, contracts and expense forms.
• Assists in preparing annual budget.
• Prepares agenda items for Commissioners’ Court.
• Assist with forecasting departmental costs.
• Prepares necessary reports and budget forms.
• Researches information needed for various projects.
• Investigates information to provide support for the Commission for various issues and projects.
• Acts as liaison between Commissioner and department heads as well as local government entities.
• Composes, types, edits and prepares various final correspondence.
• Copies and collates materials for distribution and records storage.
• Establishes and maintains various computerized and paper files.
• Retrieves, records, logs and refiles paper and computer documents.
• Posts entries to ledgers, logs or spreadsheets to record research information.
• Prepares copies of documents such as faxes, reports, letters and memoranda.
• Develops and modifies procedures and formats materials for new or revised word processing applications.
• Greets and directs visitors.
• Answers, screens and directs telephone calls.
• Responds to requests for information.
• Provides instruction on the completion of forms.
• Makes referrals to other sources of information.
• Provides assistance to callers and visitors.
• Listens to complaints or concerns of callers and visitors.
• Assures the services delivered meet quality and timeliness standards.

Any equivalent combination of experience or training may be substituted on a year for year basis.

• Requires High School Diploma or GED.
• Bachelor’s degree preferred.
• Three years' experience in office management, administrative support, secretarial or highly responsible office/clerical work or related work, including the use of Microsoft Office suite or similar office software programs, including word processing and spreadsheets preferred.

• Class C driver’s license.

Salary : $51,132 - $52,666