Executive Assistant Department Head

General Description

The Executive Assistant (EA) position is responsible for supporting the office of the Director/County Engineer. The EA interacts with all other department staff, elected officials, and the public. The EA completes the daily administrative and business tasks for the Director and other senior staff, including managing calendars, travel coordination, document preparation, record-keeping, gatekeeping, scheduling, ordering supplies, conducting research, event planning, project and task management, budgeting and payments. The EA is responsible for executing the department's monthly agenda process through the County Board Office for all business items that are presented to the County Board.

Regular hours of work are Monday through Friday, from 8:00am - 4:30pm. The EA reports to the Director.

Essential Functions

• Provide administrative support to the Director and the executive team
• Perform clerical duties as assigned including but not limited to answering phones, emails, managing meeting schedules, routing correspondence, and filing official records
• Register staff for conferences, trainings, and manage travel arrangements, including expense reimbursements
• Manage reference materials and office supply requests, inventory, and expenses
• Develop and maintain spreadsheets for tracking department resolutions, agreements, contracts, training, and various directories and databases
• Coordinate with other departments and outside agencies to obtain approvals for contracts and agreements
• Process and reconcile expenses and transactions for various assigned accounts
• Manage all memberships and subscriptions for the department
• Manage the tracking and workflow of the department's monthly agenda preparation process, including the review and entry of all resolutions and ordinances into the Legistar software
• Coordinate special events and small office projects
• Provide front reception desk backup coverage as needed

Knowledge Skills Abilities and Education Required

• Expertise: knowledge of general business office procedures
• Communication: strong oral and written communication skills
• Customer Service: provides prompt and courteous customer service
• Results Oriented: possess the ability to effectively problem solve, be extremely organized, have good time management skills, and can work both individually and in a team atmosphere
• Detail Oriented: completes tasks and drafts executive correspondence free of errors and omissions
• Technology: be proficient in Microsoft Excel, Word, and Outlook (Legistar, BOSS, and OnBase experience a plus)
• Professionalism: conduct daily work with a high level of professionalism and collaboration that will reflect positively on the department and the Executive Office
• Continuous Learning: keep up with industry trends to provide informed assistance
• Completion of a high school diploma or general education degree (GED) equivalent
• Completion of two years of college level programs with course work in public or business administration, or equivalent training or work experience
• Five years of experience as an administrative assistant or comparable position (executive-level administrative experience desired)

Supplemental Information

Lake County offers a competitive salary and benefit package. We also offer flexible working hours, and a comprehensive wellness and training program. Visit our Prospective Employeepage to get additional information on why you should work for Lake County! Any offer of employment is contingent upon the successful completion of a background screening, drug and alcohol testing and may include a pre-employment medical exam.

Lake County is committed to being a diverse and inclusive workplace and is proud to be an Equal Opportunity Employer (EOE).