What are the responsibilities and job description for the Executive Administration Assistant - DHS position at Mesa County?
OVERVIEW OF MESA COUNTY DEPARTMENT OF HUMAN SERVICES
Mesa County Department of Human Services is a forward-thinking agency that has over 300 employees serving the needs of over 40,000 residents. From the Colorado National Monument to the thriving agricultural lands and city centers, Mesa County contains a diverse, natural landscape that provides many outdoor activities and adventures. As individuals and an organization, we value and respect humanity, honesty, balance, inclusion and teamwork. We provide a level of flexibility for staff to be able to accommodate their lives outside of the office environment. We value family and the relationships that make our lives rewarding.
Our Mission:
The Mission of the Mesa County Department of Human Services is to help individuals and families achieve safety, stability and opportunity for meaningful employment.
Our Values:
Mesa County Department of Human Services values represent our behavioral anchors for how we conduct ourselves. Simply stated, we value Humanity, Balance, Honesty, Inclusion and Teamwork.
JOB SUMMARY:
This position is responsible for a range of support, communication, management, and administrative activities for the organization. This position provides support for the Human Services Executive Director and Senior Leadership Team, using discretion, confidentiality and professionalism. Understanding the linkage between the multiple programs within the Department is key with the responsibility for high-level administrative operations of the offices of the Executive Director. Position handles confidential and/or sensitive information requiring use of discretion. Communicates with and serves as liaison to a wide variety of internal and external customers, DHS and community partner staff, clients, community partners, county departments, state agencies, state organizations, and others. Performs complex administrative and clerical work, including but not limited to: scheduling and support for multiple members of the Senior Leadership Team; directing department clients to appropriate resources, assistance with managing complaints, and completing special projects as assigned. Analyze data, workflow, and/or operating issues to identify opportunities for improvement. Track goals and outstanding items for agency leadership. Position represents the agency in public and or community settings to assure the vision of the Executive Director is accomplished in an efficient, professional manner.
ESSENTIAL JOB FUNCTIONS:
(The following duty statements are illustrative of the essential functions of the job and do not include other non-essential or marginal duties that may be required. Mesa County reserves the right to modify or change the duties or essential functions of this job at any time. All responsibilities may not be performed by all incumbents.)
- Serves as support to the Executive Director; interacts with staff from other departments, elected officials, and the general public in order to respond to inquiries, receive complaints, and resolve issues. Proactively engage in administrative and clerical work necessary to support the DHS Senior Leadership Team.
- Proactively manages scheduling for the Executive Director, including agendas, mail, email, phone calls, general public management, and other agency logistics.
- Coordinate complex scheduling and calendar management, as well as content and flow of information to the Senior Leadership Team.
- Communicate and conduct daily administrative support in a professional, clear and detail-oriented manner. Anticipates needs and proactively initiates appropriate action to support Agency leadership, mission, vision and values.
- Executes internal communications to staff at the direction of Senior Leadership. This may include publishing a newsletter, coordinating and communicating awards, and creating and updating presentations.
- Assists and coordinates large events which may include all staff meetings, trainings, and staff celebrations. Works in tandem with the Department Fun Bunch.
- Maintains and updates agency intranet, organization charts, forms, and other internal and external information. Stays current on changes needed to the Department website, coordinates and follows up on those changes.
- Serves as liaison with the public and other staff on behalf of the Executive Director and Senior Leadership Team; makes appointments, plans/implements special events such as special meetings, workshops, prepares supporting materials for Director’s meetings, etc. Manages calendars and correspondence for the Executive Director.
- Interact with staff from other Mesa County departments, other county human services departments, community service providers, the Colorado Department of Human services, and others in a variety of forms, in order to respond to inquiries, resolve problems and assist the DHS Leadership Team in conducting the department’s business.
- When necessary, purchases supplies and other specially requested items.
- Assists Executive Director in tracking and monitoring special departmental projects, initiatives, task force committees and other appointed working groups.
- Assists Senior Leadership in tracking and monitoring legislation, attends statewide legislative meetings, and takes notes in order to inform the team of bill concerns and positions. Communicates and coordinates with the Legislative lobbyist on behalf of the Department.
- Prepares confidential correspondence and reports for the Executive Director, the Senior Leadership Team and other staff as needed. Notarizes highly confidential documents.
- May refer complaints directly to Division Directors or supervisors for further clarification and works closely with the Professional Standards team on tracking these.
- Prioritize tasks to keep multiple projects moving in a timely manner, meet deadlines, and manage supplemental material required for proposals.
- Performs other related duties as assigned.
MINIMUM QUALIFICATIONS REQUIRED:
Education and Experience
- Bachelor’s degree in related field or equivalent experience/training
- More than 3 years related experience
OR
- Any combination of education, training and experience which provides the knowledge, skills and abilities required for the job.
Certificates and Licenses:
Colorado Driver's License;
Certified Colorado Notary Public or ability to obtain certification within 6 months of hire.
Communication Skills:
- Must be able to read and interpret documents such as client correspondence, state correspondence, etc.
- Must be able to write routine documentation as required, including responses to correspondence indicated above.
- Must be able to communicate effectively verbally and in writing with clients, colleagues, community partners, and other local, state and federal officials.
- Must have a strong ability to anticipate and respond to the needs of the Senior Leadership Team.
- Must be able to provide a calm, responsive environment for disgruntled clients and/or colleagues. Success in this position requires a consistent positive attitude.
Reasoning Ability:
- Must be able to solve practical problems individually and deal with a variety of concrete variables in situations where only limited standardization exists.
- Must be flexible.
- Must be able to interpret instructions that are furnished in a variety of formats including written, oral, diagram, and/or schedule form.
- Must be comfortable reprioritizing tasks multiple times a day.
- Must be willing and able to take direction from multiple sources, including but not limited to the Senior Leadership Team.
Technical Skills:
- Must be adept in technology.
- Microsoft Office Suite including WORD, Excel and PowerPoint
- Google Suite; Google email, calendar and drive.
PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT:
This position requires standing, stooping, sitting, bending, twisting, and lifting up to 10 pounds.
Work is generally confined to a standard office environment that is somewhat isolated from other staff.
In compliance with the Equal Pay for Equal Work Act the following items can be used as a determining factor in the starting and ongoing wage of an employee working in this position:
A seniority system that rewards employees based on length of employment.
A merit system that rewards employees for exceptional job performance.
Education, training, or experience to the extent that they are reasonably related to the work in question.
Another factor related to job performance or business operations, such as paying a shift differential to workers on less popular shifts
Travel, if the travel is a regular and necessary condition of the work performed
This position is eligible for the Mesa County benefit package which includes the following:
- Medical
- Dental
- Vision
- Retirement
- Paid Sick and Vacation Leave
- Life insurance
- Long term disability
Salary : $5,533 - $6,320
