DescriptionFord CountyExecutive Assistant to County AdministratorsFund: GeneralDepartment: Administrative ServicesFLSA Status: Non-ExemptReports To: County AdministratorJob Status: Full time/ hourlyTravel Required: Minimal travel required1 hour lunch breakWork Schedule: Monday-Friday 8am-5pm Rare after hours work in emergency situations onlyPosition Summary: Under the supervision of the County Administrator and Assistant County Administrator, the Executive Assistant is involved in the performance of various office duties as well as secretarial and receptionist tasks of medium complexity and variety. Responsibilities involve frequent public and interdepartmental contact through research, conveying messages and information. Work involves updating the meeting agenda and report for commission meetings; maintaining records and reports; the typing of confidential correspondence; maintaining a calendar; reserving a meeting room etc.Essential Functions: Reasonable Accommodation StatementTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.Essential Function Statement(s)
- Compose letters of varying complexity;
- Maintain multiple calendars in Outlook;
- Maintain records and reports;
- Maintain complete inventory of vehicles and equipment for Insurance and Audit purposes;
- Process titles and purchases tags for County vehicles;
- Assist with bid process for new purchases and projects;
- Ensure all legal and public notices are published per law and policy;
- File Property and liability insurance claims;
- Type forms, letters, invoices, vouchers, statements, records, reports and similar materials from rough drafts;
- Maintain files or correspondence, forms, reports, and other materials;
- Organize and processes invoices/purchase orders and credit card reports;
- Process misc. checks for Administrative Services Divisions;
- Record expenditure records in paper and computerized methods;
- Collect and assembles work project reports;
- Assist with County Commission meeting agenda and reports;
- Answer telephone and takes messages;
- Schedule appointments for County Administrator and Assistant County Administrator;
- Assist in answering public inquiries;
- Collect, opens, and distributes inbound mail and processes outbound mail;
- Make arithmetic calculations of medium complexity;
MARGINAL FUNCTIONS
- Other related duties as necessary or required.
Position qualificationsSKILLS & ABILITIESExperience: More than five years of secretarial/administrative assistant experience, including the use of word-processing and related types of programs and equipment. Education: High School diploma or equivalent is required. Skills: Knowledge of secretarial principals. Ability to operate personal computer, typewriter, copy machine, calculator, and other related office machines. Ability to type 40 W.P.M. Good interpersonal communication skills, written communication skills and organizational skills. Problem Solving: Problem solving ability needed. Problem solving in this position relates to the setting of priorities; the proper handling of citizen complaints; the ability to search records to determine precedence. Decision Making: Occasional decision making is required.Accountability: Employee is not responsible for budgetary control but may assist in the preparation of annual departmental budget.Supervision: Requires some supervision. Job assignments occasionally reviewed by supervisor; position does not have supervisory responsibilities.Personal Relations: Continual contact with county departments and the general public.Working Conditions: Some physical effort is required. Ability to verbally communicate with employees, supervisors, and the public. Ability to operate office equipment. Ability to sit 1-1/2 to 2 hours without break. Ability to work extended hours. Ability to lift and carry boxes of files and reports.Physical Demands LIFT/CARRYStand O (occasionally) 10 lbs or less C (constantly) Walk O (occasionally) 11-20 lbs F (frequently) Sit C (constantly) 21-50lbs O (occasionally) Handling/Fingering F (frequently) 51-100 N (not applicable)Reach Outward O (occasionally) Over 100 lbs. N (not applicable)Reach above shoulder O (occasionally) Push/PullClimb O (occasionally) 12 lbs or less C (constantly)Crawl O (occasionally) 13-25 lbs F (frequently)Squat or kneel O (occasionally) 26-40 lbs O (occasionally)Bend O (occasionally) 41-100 lbs. N (not applicable)N (not applicable) Activity is not applicable to this occupation.O (Occasionally) Occupation requires this activity up to 33% of the time (0-2.5+hrs/dayF (frequently) Occupation requires this activity from 33% - 66% of the time (2.5-5.5+hrs/day)C (Constantly) Occupation requires this activity more than 66% of the time (5.5+ hrs per day)