Executive Assistant - Executive

SUMMARY:

Under direct supervision from the County Manager, contributes to the efficient daily operation of the Executive department by performing a variety of administrative duties in accordance with the established policies and procedures of Lea County. Maintains professionalism in all interactions with internal and external customers.

ESSENTIAL DUTIES:

• Provides administrative and clerical support to the County Manager and Board of County Commissioners.
• Manages County Manager's and Board of County Commissioners' calendars, schedules appointments and conferences.
• Prepares and proofreads documents, contracts, ordinances, resolutions, and leases as directed.
• Develops and drafts correspondence, memorandums, and other official documents.
• Assists with preparation of County Commission meetings; assembles meeting materials and ensures compliance with Open Meetings Act.
• Advertises public meetings in accordance with Open Meetings Act.
• Coordinates video conferencing and virtual meetings.
• Attends meetings, takes notes, and prepares minutes as needed.
• Schedules and coordinates the use of Courthouse public meeting rooms.
• Performs as Notary as required.
• Coordinates and supports special community projects.
• Assists with processing purchase requests and monitoring budget.
• Facilitates training on processes and systems.
• Establishes and maintains effective filing and retrieval system of departmental information.
• Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department.
• Greets internal and external customers and visitors, determines nature of business, answers questions, and directs to appropriate personnel.
• Screens incoming calls and correspondence; exercises judgment and responds accordingly.
• Responds to questions and requests for information in a professional and timely manner.
• Arranges travel; prepares and submits travel-related documents; and maintains travel information as necessary.
• Receives, sorts, logs, and routes mail.
• Orders office supplies as necessary.
• Establishes and maintains an effective system of communication within the department and builds and fosters effective working relationships with others.
• Complies with all property and department policies and procedures.
• Maintains strict confidentiality of all information processed through the department including records, reports, documents, conversations, etc.
• Contributes to a team effort and accomplishes related results as required.
• Performs other duties as assigned.

The duties of this position are not limited to those set forth above. The incumbent will perform such functions, duties and assignments as directed by supervisor and consistent with ability, background and expertise.

MINIMUM QUALIFICATIONS:

• High school diploma/GED.
• Five (5) years' experience in an office, administrative, or related environment.
• Must obtain and maintain Notary certification.
• A combination of relevant education and related work experience may be considered.
• Valid driver's license is required when operating a vehicle for work-related purposes.
• Must successfully complete pre-employment requirements including a background check and drug/alcohol screening.

Knowledge, Skills, and Abilities:

Knowledge of:

• Goals, objectives, functions, policies, and procedures of Lea County.
• Open Meetings Act.
• Records management practices.
• Inventory management.
• Modern office functions, procedures, and equipment.

Skill in:

• Operating various word-processing, spreadsheets, database software programs, and industry-related applications in a Windows environment.
• Reading, reviewing, preparing, and analyzing operational reports, contracts, minutes, resolutions, ordinances, and other business-related documents.
• Analyzing problems, projecting consequences, identifying solutions, and implementing recommendations.
• Training assigned staff.
• Correct English usage, grammar, spelling, and punctuation.
• Exceptional customer service.

Ability to:

• Perform essential duties and adapt to working conditions.
• Maintain strict confidentiality.
• Communicate efficiently and effectively both verbally and in writing, individually and in meetings.
• Establish and maintain professional relationships with individuals of varying social and cultural backgrounds including the public and co-workers at all levels of the organization.
• Understand and follow verbal and written instructions.
• Adapt to varying conditions, analyze situations, and adopt appropriate courses of action.
• Demonstrate professionalism at all times and demonstrate sensitivity in tenuous situations.
• Handle multiple tasks and meet deadlines.
• Work independently with minimal supervision, as well as cooperatively in group/team settings.

PHYSICAL & EMOTIONAL DEMANDS:

While performing the duties of this job, the employee regularly is required to sit; walk; use hands to manipulate, touch, or grasp; use a computer and cellphone/telephone; and talk or hear. The employee occasionally is required to stand; reach with hands or arms; and lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

The physical/emotional demands described here are representative and not necessarily exhaustive of those that must be met by an employee to successfully perform the essential functions of this job.

WORKING CONDITIONS:

Work is generally performed in an office setting with a moderate noise level. The employee may be exposed occasionally to dust, fumes, airborne particles, and / or allergens. Evening and/or weekend work may be required. Tight time constraints and multiple demands are common. Travel is required for training, meetings, conferences, presentations, and other events. Incumbent is subject to call out at any time.

The working conditions described here are representative but not necessarily exhaustive of those an employee encounters while performing the essential functions of this job.