Executive Assistant/Office Manager

Executive Assistant and Preservation Deputy

Department: County Clerk

Reports to: County Clerk

FLSA Status: Non-Exempt

Salary Range: $2600-$3200 per month

The Executive Assistant and Preservation Deputy facilitates the efficient day to day administration administrative duties in support of the County Clerk. This person helps with the implementation of services, policies, and programs and assists the public, other county departments and elected officials with information requests and issues.

The Executive Assistant has partial responsibility for these areas:

ESSENTIAL JOB FUNCTIONS:

• Provides exceptional customer service to the public by assistance with inquiries and requests for information in person, and via telephone, mail and e-mail.
• Prepares and posts in a timely manner, the Agenda and Minutes for all Board of Commissioners Meetings, Excise Board Meetings and Tax Roll Corrections Board and other meetings in appropriate media including newspaper and county website as well as scanning those documents into electronic data storage system (currently Laserfische).
• Disperses appropriate documentation relative to meetings.
• Prepares and sends all documentation for publication in local newspaper including, but not limited to Minutes, Condensed Warrants Report, Budget Information, Salaries, and other various notices as required by statute.
• Prepares resolutions and maintains resolutions log for county commissioners.
• Prepares annual meeting schedules for BOCC, Excise/Equalization and Tax Roll Corrections boards.
• Coordinates with Commissioners admins and ODOT, EODD, INCOG, OJA, etc. for the execution of applicable contracts, etc.
• Maintains efficient physical file system for all county documentation including, but not limited to, inventories for all county offices, contracts, lease agreements, easements, labor waivers, etc. in both the clerk’s office and in storage. Includes maintaining an updated file plan for all physical files.
• Determines, plans and executes schedule of destruction for records which may be disposed of as allowed by statute.
• Maintains digital images of all historical documents on electronic data storage system (currently Laserfische) including adding new files and the reorganization of the system into an efficient searchable, intuitive order, adding templates as necessary,
• Maintains daily backup of electronic data storage system (currently Laserfische).
• Responsible for collection and distribution of mail from post office and courthouse mailbox.
• Acts as county coordinator for Federal Grant and FEMA Grant receipts and expenditures including preparation of the annual SEFA report for the State Auditor’s office.
• Distributes apportionments to cities, schools and fire departments monthly.
• Track surety bonds to ensure they are up to date.

NON-ESSENTIAL JOB FUNCTIONS:

• Maintains recordings of all BOCC meetings, prepares discs for storage and ensures recordings are forwarded to webmaster for publishing on website.
• Maintains record of meeting notifications for all county boards and authorities, fire departments, rural water districts and school districts.
• Maintains Commissioners Meeting Room Schedule.
• Assists in Land Records and Purchasing as needed/requested.

SKILLS/QUALIFICATIONS: Proficient in MSWord, MSExcel and MSOutlook, Administrative Skills, Verbal and Written Communication, Strong Organizational and File Maintenance Skills, Ability to Multi-task and Organize, Must Demonstrate Professionalism, Leadership and Teamwork.

Strong Computer Skills required. Library experience a plus. Additional compensation for grant administration experience.

Job Type: Full-time

Pay: $2,600.00 - $3,300.00 per month

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Application Question(s):

• This is NOT an entry level position. It is highly detailed, and includes keeping schedules, records and some post award grant administration. Please explain previous experience in these areas.

Work Location: In person

Salary : $2,600 - $3,200