ESSENTIAL FUNCTIONS (Essential functions, as defined under the Americans with Disabilities Act, may include the following duties and responsibilities, knowledge, skills and other characteristics. Depending upon assignment, the incumbent may perform a combination of some or all of the following duties, which are a representative sample of the level of work appropriate to this classification.)

Is given broad latitude and discretion in scheduling/rearranging the executive manager’s/director’s time in terms of prioritizing appointments, events, and planning activities related to complex events for the director/executive manager and her/his team. 

Routinely researches, compiles, analyzes, and summarizes data for regularly assigned or special projects and in compiling various comprehensive reports for a director/executive manager.

Screens and prioritizes calls, visitors, and mail; responds to sensitive requests for information and assistance on behalf of the director/executive manager to optimize his/her schedule and efficiency.

Provides information and assistance to County staff and the public in researching information related to department or division policies.

Performs a wide variety of responsible administrative duties on behalf of a director/executive manager; independently responds to letters and general correspondence and general inquiries of a sensitive nature.

Makes travel arrangements, maintains complex appointment schedules and calendars; plans and coordinates meetings, conferences and training; and maintains calendars for use of public facilities.

Compiles budget requests; monitors approved budget accounts.

Develops or revises various administrative/operating policies, procedures, rules, and regulations upon request; develops and revises office forms and report formats, as well as report preparation procedures.

Coordinates workflow and activities among two or more County divisions, departments and outside agencies as needed.

Evaluates operations and activities within assigned responsibilities; recommends organizational or procedural improvements and modifications affecting support activities; prepares various reports on operations and activities.

Develops and maintains a variety of files and records systems for information such as payroll, attendance, training, performance evaluations, budget, production and cost records; maintains manuals and updates resource materials.

Prepares and proofreads a wide variety of reports, letters, memos, and statistical charts; types from rough draft, verbal instruction, director/executive manager’s basic notes, or transcribes information; independently composes correspondence related to responsibilities assigned.

Operates a variety of office equipment and various software applications and Department specific systems as required.  Examples may include but are not limited to Outlook, Word, Excel, Access, PowerPoint, and SAP.

May input and retrieve data and text and organize and maintain data systems in order to complete assigned projects; performs Internet searches as directed.  

Participates and assists in the administration of the office to which assigned performing general administrative work such as ordering and maintaining office and program supplies, and processing personnel, payroll, and purchasing information.

May manage office support functions, direct the work activities of assigned clerical personnel at the request of a director/executive manager; prioritize and coordinate work assignments, and review work for accuracy.

May serve as Secretary to a board, commission, or administrative hearing; coordinates and participates in the preparation and processing of agendas; ensures staff reports and agenda packets are complete including all staff reports and related supporting documents; coordinates the duplication, collation, and distribution of agenda packets; attends meetings, takes and transcribes minutes as necessary; performs related support functions as needed.

Performs related duties as assigned.

Thorough knowledge of the principles and procedures of record keeping, bookkeeping, and reporting; English usage, spelling, grammar, and punctuation; modern office practices, procedures, and equipment including a thorough knowledge of and the ability to effectively use standard office software applications.

Thorough knowledge of organization and operations of County government and of outside agencies as necessary to assume assigned responsibilities.

Working knowledge of the principles of supervision and training.

Working knowledge of basic procedures and techniques of budget preparation, accounting and monitoring.

Thorough knowledge of the principles and techniques of business letter writing.

Thorough knowledge of the principles and practices of time management and multi-tasking, with the ability to effectively apply those concepts to one’s own work assignments, as well as when managing the time and schedule for a busy director/executive manager.

Ability to independently anticipate and provide administrative support in a broad range of areas and effectively function as a key assistant to a director/executive manager.

Ability to learn, interpret and apply Federal, State, local, and department policies, procedures, laws, and regulations.

Ability to perform responsible and complex administrative and secretarial work involving the use of independent judgment, significant discretion, and personal initiative.

Ability to research, compile, analyze, interpret, and prepare a variety of fiscal, statistical, and administrative reports.

Ability to work cooperatively and effectively with other departments, County officials, and outside agencies; and to establish and maintain cooperative working relationships with those contacted in the course of work; meet the public and represent the County in a professional manner.

Ability to lead and train assigned staff.

Ability to analyze situations carefully and adopt effective courses of action.

Ability to maintain confidential data and information for management staff.

Ability to independently prepare routine correspondence and memoranda.

Ability to design, implement and maintain electronic and paper filing and accounting systems.

Ability to assist in preparing and monitoring a budget.

Ability to communicate effectively, both orally and in writing.