Address
Form of workThis position is to provide complex administrative assistance to the Assistant County Managers and act as liaison between the Assistant County Manager's Office and professional staff throughout the County. This position also coordinates with community, other County, State, and Federal agencies regarding funding and legislation.
SUPERVISORY RESPONSIBILITIES
This position does not supervise other employees.
ESSENTIAL DUTIES AND RESPONSIBILITIES
TIME SPENT
- Provides administrative assistance to Assistant County Managers and may act as liaison between the Assistant County Managers' Offices and professional staff throughout the County.
- Coordinates with the Assistant Managers regarding calendaring and scheduling meetings and events.
- Screens, receives and follows up on incoming correspondence, arranging by priority, referring matters to other staff, responding personally on matters not requiring the Assistant Managers' personal attention, and referring important matters to the Assistant Manager. Processes correspondence concerning citizen's issues, concerns and problems.
- Selects items and issues to be filed; organizes and maintains all Assistant Managers' files, records and documentation.
40%
- Performs extensive research for special projects; collects information on operational and administrative problems and performs comprehensive analysis and synthesizes information; prepares comprehensive administrative, operational and statistical reports and White Papers.
- Prepares public presentations including the use of PowerPoint, brochures, videos, billboards, etc.
- Prepares financial and other reports for the Assistant County Managers, County Manager, Board of Supervisors and other public information purposes.
- Plans, coordinates and arranges Board of Supervisor Work Sessions.
- Coordinates with the County's Public Information Officer regarding special County events and assists in the County's social media strategy.
30%
- Monitors, tracks, researches, analyzes pertinent legislation and regularly reports to the Assistant County Managers.
15%
- Receives, coordinates and manages all community and not-for-profit funding requests; monitors and tracks constituent funds.
- Conducts research and provides assistance in preparing Intergovernmental Agreements (IGA), Memoranda of Understanding (MOU) and contracts for community and not-for-profit funding; prepares appropriate items for Board of Supervisors approval.
- Monitors IGA, MOU and contract performance with recipient entities.
15%
- Performs other duties as assigned.
BUDGET RESPONSIBILITIES
This position reviews, edits and provides recommendations for the County-wide level budget and reviews, edits, and approves for submission the departmental budget.
PROJECT RESPONSIBILITIES
Provides project resource allocation only based upon pre-approved resources on organizational planning projects, organizational development projects, quality improvement projects, process improvement projects, capital development projects, human resource projects, employee training and development projects.
ORAL COMMUNICATION DUTIES
This position explains County procedures and processes, gives presentations or speeches and participates in meetings.
WRITTEN COMMUNICATION DUTIES
This position creates or edits documents, internal memos, emails, procedures and guidelines for County employees, formal letters, reports and Board of Supervisors presentations.
INTERACTIONS WITH THE GENERAL PUBLIC
Interacts extensively with employees, the public, Board of Supervisors, regulatory bodies, and other Institutions over the telephone, by email, and/or in person.
INTERACTIONS SPECIFICALLY WITH CUSTOMERS
Always (More than 85% in a year)
MINIMUM EDUCATION REQUIRED
Bachelor's Degree in Business Administration, Public Administration, or a related field. Equivalent combination of education, training and experience may substitute for a degree.
MINIMUM YEARS OF DIRECTLY RELATED EXPERIENCE REQUIRED
Five (5) years of progressively responsible administrative experience.
PROFESSIONAL CREDENTIALS REQUIRED
Must possess and maintain a valid Driver's License.
KNOWLEDGE REQUIRED
Administration and management; English language and composition; Federal, State, Local laws, regulations and Statutes; government; working knowledge of human resources; budgeting; accounting and finance for governmental entities.
SKILLS REQUIRED
Active listening; communicating diplomatically; developing alternative solutions; problem recognition; problem solving; time management; multi-tasking and typing and data entry.
ABILITIES REQUIRED
Generate fluent new and useful ideas; solve problems sensibility and swiftly; consider options, risks and benefits; express self orally and in writing; read and write at college level.
PHYSICAL DEMANDS
- Occasionally lifts up to 10 lbs of work related materials.
- Regularly sits to complete reports, write programs and to attend to other duties.
- Occasionally bends to reach and grab work related materials.
- Occasionally walks to and from work sites.
WORK ENVIRONMENT
Incumbents in this position regularly spends time in office environment. Occasionally may travel to out of town meetings in a support position.
SAFETY RISK EXPOSURE
Incumbents in this position are generally not exposed to safety risk.
PROTECTIVE GEAR & SAFETY MANUALS
Incumbents in this position are required to constantly follow written safety procedures and manuals relevant to the division or department.
CONSEQUENCES OF ERROR
Potential errors can cause inconveniences to other employees and/or delays in related work areas. Delays of services are possible.
Employment Type: Full-Time
