What are the responsibilities and job description for the Executive Administrative Assistant position at Martin County MN?

Martin County is currently accepting applications for a full-time Executive Administrative Assistant.

The Executive Administrative Assistant is responsible for varied clerical duties and public contact work for the County Coordinators office. Considerable knowledge of modern office practices, procedures, systems and equipment. Compiles and prepares reports, commission packets and agendas for administration and public use. Respond to requests for information and inquiries from the public in person or over the phone. Refers callers or visitors to the appropriate county department. Assists the County Coordinator in various administrative tasks.

This is a highly responsible professional position working with a great deal of independence and responsibility. This position is responsible for performing a variety of complex administrative and reception duties requiring independent judgment in support of the County Coordinator and the County Board of Commissioners. Under general supervision the employee must be able to develop their own procedures and carry work through to completion.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Serves as a communication representative for the County Coordinator's Office.
Performs customer service work both in-person and via phone; greets and assists the public, employees, board members with general questions. Answers all incoming calls for the County Coordinator on the main telephone line to the Courthouse.
Greets public and assist them to the appropriate personnel or department.
Prepares and organizes all board agenda material for the Commissioners and Coordinator and distributes to staff and other interested citizens.
Assists county employees, elected officials and the public in preparation of materials for the board agenda.
Records and keeps minutes of all resolutions approved by the Board.
Transcribes board minutes and assembles all information, such as resolutions, County projects and other information relevant to state statutes. Prepares minutes for legal newspaper.
Produces and maintains a filing system for all documents that are approved by Board of Commissioners such as, agreements, contracts, policies, and ordinances.
Assist in the Human Resources function in distributing employment application forms and responds to inquiries about job openings, posts, mails and distributes position vacancies in appropriate locations, places job ads with newspapers and other sources, and assist in scheduling interviews as required.
Works with confidential information pertaining to contracts, union negotiations, and budget scenarios, and access to Personnel files.
Manages and organizes personnel filing system for all Courthouse, Law Enforcement, Highway Department, and Library employees.
Prepares and assembles additions to Personnel Policy Book that all new employees receive, and updates existing books.
Makes appointments for personnel to take random drug tests mandated by the state.
Prepares and sends out general communications and announcements to all staff.
Functions as Clerk to the County Board of Commissioners in the absence of the County Coordinator.
Assists with the overall administration of property, casualty, liability insurance and risk management facets.
Coordinates meeting arrangements and reservations, prepares and disseminates correspondence on behalf of Administration.
Sends letters of correspondence daily and weekly. Sends memos to departments, union representatives, attorneys and county services daily.
Registers County Commissioners, Coordinator and other office staff for conferences, lodging and various other travel needs.
Assists in preparing annual County Budget and other budget reports as required.
Serves as point of contact for planning and preparation for Employee Recognition Day, In Service Day, and other public events.
Assist Coordinator with EDA Board including programming and activities.
Maintains Record Retention Schedule for Coordinator's Office.
Supporting and coordinating functions of County teams, committees and other departments; serves as administrative secretary for countywide committees that include the Labor Management Committee and Building and Purchasing Committee and County Benefits Committee.
Maintains inventory of supplies for Coordinator's Office.
Prepares and codes county bills for Coordinator's Office, Commissioners, Maintenance, EDA, CIP, and General Revenue Acct. Preparation includes reviewing the consistency of bills with county policy, and point out any questionable areas to the County Coordinator.
Assist in maintaining county policies and procedures.
Assists Coordinator with special projects.
Conducts County Courthouse tours.
Participates in continuing education and training sessions on position applicable law and regulation changes, computer skills and other position related matters.
Performs other work-related duties as required.

The above statements are intended to describe the general nature and level of work being performed by people assigned this classification. They are not to be construed as an exhaustive list of all duties performed by personnel so classified.

MINIMUM QUALIFICATIONS

EDUCATION AND EXPERIENCE

Two years of formal training in technical school or associate's degree.

Three years of progressive experience in related field along with the skills, knowledge and abilities required; or equivalent combined education and experience.

LICENSURE

Valid Driver's License

KNOWLEDGE, SKILLS AND ABILITIES

Ability to effectively assist in top level administration functions.

Ability to manage various issues and information in a confidential manner.

Maintains the confidentiality of data as protected by law.

Ability to communicate effectively, orally and in writing, have good public relations skills.

Knowledge of modern office practices and procedures.

Aptitude to read and comprehend a variety of technical and administrative documentation, directions, regulations, instructions, methods and procedures.

Ability to maintain clerical records and filing systems.

Proficiency in Microsoft Office Suite software and ability to use other county software.

Ability to operate a computer and other basic office equipment.

Ability to establish and maintain effective working relationships with others.

Ability to handle unpredictable situations in public dealings; representing Martin County and the Coordinator's Office in a positive fashion.

The qualifications listed above are guidelines. Other combinations of education and experience could provide necessary knowledge, skills and abilities to perform this job.

POSITION COMPETENCIES

ACCOUNTABILITY & DEPENDABILITY

Takes personal responsibility for the quality and timeliness of work, and achieves results with limited oversight.

Follows instructions and adheres to all County policies and procedures as required.

Maintains an acceptable record of work attendance and punctuality in accordance with County and Department requirements.

ATTENTION TO DETAIL

Diligently attends to details and pursues quality in accomplishing tasks.

Checks work to ensure accuracy and completeness. Compares observations or finished work to what is expected to find inconsistencies.

COMMUNICATION (VERBAL & WRITTEN)

Demonstrates the ability to develop and maintain working relationships to produce results, and a work environment that builds rapport and trust.

Communicates professionally and effectively with internal and external customers through spoken and written correspondence, including emails. Listens well; respects viewpoints different than own.

Contributes knowledge, experience, and feedback appropriately to others.

PLANNING & ORGANIZATION

Defines tasks and milestones to achieve objectives, while ensuring the optimal use of resources to achieve those objectives.

Identifies the sequence of tasks and the resources needed to achieve a goal, and prioritizes key action steps.

Anticipates the impacts and risks of decisions and actions.

Seeks and uses others' input about critical actions, timelines, sequencing, scope, methodology, expected outcomes, and priorities. Sees potential challenges and opportunities, and adjusts plans based on input.

PROFESSIONAL CONDUCT & INTEGRITY

Demonstrates knowledge and actions consistent with the County's values and the County's code of ethics and conduct.

Respects and maintains confidentiality.

Demonstrates high moral principles and professional standards with others through truthfulness and sincerity; makes ethical decisions.

Shows respect for others' ideas, perspectives, and styles. Demonstrates appropriate business etiquette and social skills.

QUALITY OF WORK

Maintains a high level of accuracy and attention to detail.

Demonstrates the ability to use resources productively, effectively, and efficiently.

Demonstrates the ability to think proactively, anticipates potential problems, and provides workable solutions and alternatives with a 'can do' approach.

Develops and maintains good working knowledge of job responsibilities and prescribed procedures, which facilitates the efficient performance of duties. Takes initiative to utilize job knowledge to analyze situations, resolve problems, and reach decisions.

PHYSICAL JOB REQUIREMENTS AND WORKING CONDITIONS

The position has good working conditions in general but is a diversified job requiring sustained mental effort related to organizational issues, planning and technical areas.

The individual may encounter moderate emotional strain or tension. There is sustained exposure to sitting and standing. There is continuous exposure to computer keyboards and video screens and moderate exposure to lifting up to 40 pounds.

Continuous : Sit; Keyboarding; Repetitive movement; Inability to leave workstation for long periods of time; Work requires moderate attention to detail.

Frequent : Lift or carry less than 10 lbs.; Work alone; Work requires high attention to detail; Work with frequent deadlines.

Occasional : Lift or carry 11-25 lbs.

Intermittent : Walk; Stand; Bend or stoop; Kneel or squat; Work with arms above shoulder; Lift, carry, push, pull 26-60 lbs.; Exposed to slippery conditions; Exposure to emotional public; Exposure to offensive language; Some mental effort and stress involved resulting in frustration.

This position is responsible for the use of county fleet vehicle, modern office machines and equipment.

Martin County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages prospective employees and incumbents to discuss potential accommodations with the employer.

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