Executive Assistant (County Administrator)

Job Description

Essential Job Functions

The essential functions of this position include, but are not limited to, the following:

• Provides direct supervision for clerical staff including hiring, training, scheduling, provision of work assignments, development, performance evaluation and disciplinary actions.
• Performs administrative support to the County Administrator and Deputy County Administrator including duties such as meeting coordination, communication with various stakeholders, project management support and document preparation. Also provides support to the Board of Commissioners by onboarding new commissioners, scheduling conferences, preparing the agenda, and coordinating other activities and events.
• Designs and develops office standard operating procedures to ensure efficient workflows and to comply with applicable laws, departmental policies, and best practices.
• Responsible for the accounts receivable and accounts payable functions of the department and Board of Commissioners, orders equipment and materials, tracks requests, and ensures appropriate documentation. Reviews invoices and bills and submits for payment.
• Develops the annual department budget. Monitors and maintains budget throughout the year and consults with Fiscal Services Department when budget adjustments or changes are needed. Monitors the status of accounts. Oversees contract renewal and reporting functions.
• Creates and maintains databases and produces a variety of reports related to departmental activities. Creates, formats, and edits documents. Assembles materials and prepares reports of departmental service activities, fiscal status reports, budgets, and other data.
• May take and transcribe minutes at various meetings. Schedules and prepares agendas for various meetings and assembles and distributes meeting packets.
• Assists the Administrator on special projects by collecting and compiling information, checking on various potential sources of information, and providing related support assistance. Works with county department heads and staff to obtain needed information.
• Maintains the Board calendar. Prepares agendas for Board and committee meetings based on input from administrator, department heads and elected officials. Works with managers and others to collect materials for Board and committee meetings and assembles and distributes meeting packets. Distributes agendas and places on County website.
• Maintains and manages the application and interview process for various boards and commissions, including posting of positions, scheduling interviews, onboarding appointees, and tracking term dates.
• Following Board and Committee meetings, follows-up on agenda items, such as placing on agenda of another committee, referring information to legal counsel, preparing documents for signature, or other action.
• Provides administrative support to the Board, including processing bills, making travel arrangements, organizing special meetings, preparing their budget, and related functions.
• Perform other functions as assigned.

Required Education, Training and Experience

Bachelor's degree from an accredited institution in Public Administration, Business Administration, or a related field and four years of progressively responsible experience in administration, including at least two years in supervision; or an equivalent combination of education and experience.

Additional Requirements and Information

Required Knowledge and Skills:

• Thorough working knowledge of office protocols and procedures.
• Thorough working knowledge of county policies and procedures.
• Thorough working knowledge of county legislative processes.
• Excellent customer service skills.
• Computer literacy, including thorough working knowledge of word processing, spreadsheet and database management applications software.
• Excellent verbal and written communication skills.
• Excellent leadership and team building skills with thorough working knowledge of management and supervisory principles and practices.
• Excellent interpersonal and human relations skills.
• Ability to interact positively and objectively with elected officials, department directors, managers, contractors and consultants, employees, parties with interests in matters involving the County, and members of the general public from a wide range of cultural and socio-economic backgrounds and with varying levels of educational attainment and communications skills.
• Must have a high degree of discretion and confidentiality.
• Valid Michigan driver's license.

Job Description

Essential Job Functions

The essential functions of this position include, but are not limited to, the following:

• Provides direct supervision for clerical staff including hiring, training, scheduling, provision of work assignments, development, performance evaluation and disciplinary actions.
• Performs administrative support to the County Administrator and Deputy County Administrator including duties such as meeting coordination, communication with various stakeholders, project management support and document preparation. Also provides support to the Board of Commissioners by onboarding new commissioners, scheduling conferences, preparing the agenda, and coordinating other activities and events.
• Designs and develops office standard operating procedures to ensure efficient workflows and to comply with applicable laws, departmental policies, and best practices.
• Responsible for the accounts receivable and accounts payable functions of the department and Board of Commissioners, orders equipment and materials, tracks requests, and ensures appropriate documentation. Reviews invoices and bills and submits for payment.
• Develops the annual department budget. Monitors and maintains budget throughout the year and consults with Fiscal Services Department when budget adjustments or changes are needed. Monitors the status of accounts. Oversees contract renewal and reporting functions.
• Creates and maintains databases and produces a variety of reports related to departmental activities. Creates, formats, and edits documents. Assembles materials and prepares reports of departmental service activities, fiscal status reports, budgets, and other data.
• May take and transcribe minutes at various meetings. Schedules and prepares agendas for various meetings and assembles and distributes meeting packets.
• Assists the Administrator on special projects by collecting and compiling information, checking on various potential sources of information, and providing related support assistance. Works with county department heads and staff to obtain needed information.
• Maintains the Board calendar. Prepares agendas for Board and committee meetings based on input from administrator, department heads and elected officials. Works with managers and others to collect materials for Board and committee meetings and assembles and distributes meeting packets. Distributes agendas and places on County website.
• Maintains and manages the application and interview process for various boards and commissions, including posting of positions, scheduling interviews, onboarding appointees, and tracking term dates.
• Following Board and Committee meetings, follows-up on agenda items, such as placing on agenda of another committee, referring information to legal counsel, preparing documents for signature, or other action.
• Provides administrative support to the Board, including processing bills, making travel arrangements, organizing special meetings, preparing their budget, and related functions.
• Perform other functions as assigned.

Required Education, Training and Experience

Bachelor's degree from an accredited institution in Public Administration, Business Administration, or a related field and four years of progressively responsible experience in administration, including at least two years in supervision; or an equivalent combination of education and experience.

Additional Requirements and Information

Required Knowledge and Skills:

• Thorough working knowledge of office protocols and procedures.
• Thorough working knowledge of county policies and procedures.
• Thorough working knowledge of county legislative processes.
• Excellent customer service skills.
• Computer literacy, including thorough working knowledge of word processing, spreadsheet and database management applications software.
• Excellent verbal and written communication skills.
• Excellent leadership and team building skills with thorough working knowledge of management and supervisory principles and practices.
• Excellent interpersonal and human relations skills.
• Ability to interact positively and objectively with elected officials, department directors, managers, contractors and consultants, employees, parties with interests in matters involving the County, and members of the general public from a wide range of cultural and socio-economic backgrounds and with varying levels of educational attainment and communications skills.
• Must have a high degree of discretion and confidentiality.
• Valid Michigan driver's license.

Ottawa County offers a wide range of benefits to support you in your career. View the Unclassified Benefits Summary for more information.

The current Unclassified group manual can be viewed here.

The Ottawa County Universal Wage Scale can be found here.

**Part-time benefitted positions will recieve prorated benefits.