Executive Administrative Assistant
Description:
Job Description
Job Title: Executive Administrative Assistant
Department: County Manager
Reports To: Tim Bergman
Classification: Full-Time, Non-exempt
Hiring Range: $50,000 - $55,000 annually
Position Summary
The Executive Administrative Assistant will perform complex administrative tasks and customer service functions to support the County Manager, County Attorney, the Board of County Commissioners (BOCC), and associated offices. The Executive Administrative Assistant works closely with County leadership and is essential to the functioning of the Manager’s and County Attorney’s offices. Daily tasks include attending BOCC public meetings, preparing Board packets, processing materials and documents, reconciling monthly credit card statements, processing invoices, maintaining legal files, including for court cases and efilings, assist with maintaining and updating the County website, coordinating events and meetings, and distributing and maintaining highly confidential materials and information on a daily basis. Successful candidates for this role are detail-oriented, self-motivated, interested in local government and have a background in administrative work.
General Duties and Responsibilities
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Essential Functions
Assist County Manager and County Attorney with implementation and coordination of projects, policies, and procedures to support the work of executive staff and the Board of County Commissioners.
Provide lead accountability for other employees within work unit, which may include scheduling, assigning and reviewing work, instructing/training in work methods, and providing input into hiring and performance evaluation processes.
Act as a resource or expert in program area, providing technical guidance to less experienced staff.
Coordinate administrative processes for a department to include recommending, developing, and implementing administrative policy and procedures.
Perform special studies and projects as assigned and required.
Coordinate and administer general administrative programs for the department; act as main informational contact; ensure appropriate procedures are followed; make recommendations for modifications to procedures for improved efficiency and operations.
Perform customer service duties for the Board of County Commissioners, County Manager and County Attorney; provide general information as well as respond to specific customer questions requiring additional research; route inquiries appropriately for more complex or technical matters; facilitate response to customer complaints.
Establish, maintain, and adjust appointments, activity calendars, and work schedules, including scheduling Regular Meetings and Works Sessions for the Commissioners
Make meeting and travel arrangements, including communicating with agents, planners, and facilities to coordinate arrangements and ensure all plans are accurate; prepare travel vouchers and expense reports.
Order and maintain inventory of office and other departmental supplies and equipment; track expenditures; ensure operations of office equipment throughout County.
Assist with procurement of supplies, contracted services, processing invoices, and coordinating with Accounts Payable.
At the direction of the County Manager, prepare and publish meeting agendas, packets, and related materials.
Prepare and process meeting materials by collaborating with departments, elected and outside vendors.
Maintain and update the Board of County Commissioners, County Manager and County Attorney webpages.
Prepare and proofread standardized and original documents and forms; compose original correspondence and written responses upon request and reviews of other staff members’ work product. Supervisory Responsibilities
Not applicable
Notice of Emergency/Disaster Responsibilities
All Lake County Employees may be required to work as a Disaster Service Worker when a local declaration of emergency or disaster is declared by the Board of County Commissioners. To be prepared for this role, all employees and emergency service function (ESF) leads will attend emergency management trainings and exercises as requested by the Director of Emergency Management. With advanced notification from OEM, employees will make reasonable efforts to attend training events in coordination with other employees and supervisors.
Other Duties
Please note that this job description does not intend to cover or contain a full comprehensive list of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Requirements
High School diploma or GED.
Knowledge of general office practices and procedures.
Ability to communicate clearly and concisely in both verbal and written communications.
High attention to detail.
Regular, predictable attendance.
Ability to do accounting calculations, including interest, percentage, decimals, and fractions.
Exceptional customer service skills.
Ability to maintain sensitive and confidential information.
Travel to conferences or events within and outside of the state of Colorado may be required.
Preferred bilingual in English and Spanish. Hazard Notice
Will work in an office environment.
Physical Activity & Work Environment
Sitting - More than 50% of the time
Walking - Less than 50% of the time
Standing - Less than 50% of the time
Using hands/fingers to feel or handle items - More than 50% of the time
Reaching, pushing, or pulling with arms/hands - More than 50% of the time
Climbing - Less than 50% of the time
Balancing - Less than 50% of the time
Kneeling, crawling, or crouching - Less than 50% of the time
Talking or hearing - More than 50% of the time
Tasting or smelling - Less than 50% of the time
Lifting, moving, or exerting force of up to 10 lbs. - Less than 50% of the time
Lifting, moving, or exerting force of up to 25 lbs. - Less than 50% of the time
Lifting, moving, or exerting force of up to 50 lbs. - Less than 50% of the time
Lifting, moving, or exerting force of up to 100 lbs. - Less than 50% of the time
Lifting, moving, or exerting force of more than to 100 lbs. - Less than 50% of the time
Seeing up close - More than 50% of the time
Seeing long distances - Less than 50% of the time
Seeing color - More than 50% of the time
Use of peripheral vision - Less than 50% of the time
Perceiving depth - Less than 50% of the time
Adjusting and focusing vision - More than 50% of the time
Working outdoors in inclement weather – extreme hot - Not Applicable
Working outdoors in inclement weather – extreme cold - Not Applicable
Working indoors in an office environment - More than 50% of the time
Working in high places - Not Applicable
Working near moving mechanical parts and machines - Not Applicable
Working in wet/humid conditions that are not weather related - Not Applicable
Working in extreme cold conditions that are not weather related - Not Applicable
Working in extreme hot conditions that are not weather related - Not Applicable
Working with airborne particles or fumes - Not Applicable
Working with toxic or caustic chemicals or agents - Not Applicable
Working with explosives - Not Applicable
Working in an area with a risk of exposure to radiation - Not Applicable
Working in an area with a risk of exposure to electrocution - Not Applicable
Working in a loud environment - Less than 50% of the time
EOE Statement
Lake County is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, creed, religion, sex, national origin, sexual orientation, disability, or veteran status. Assistance or accommodation during the application process due to a disability is available upon request.
Lake County Benefits - Full-Time Employees
As a reflection of the value we place on the contributions of our employees, the County offers a competitive benefits package for full-time employees. Please review the 2024 Benefits Guide for full details. The Guide provides information on Lake County Government's benefit offerings, including:
Employer-Sponsored Medical and Dental Insurance Plans
100% Employer Paid Vision Plan
Flexible Spending Account
Health Reimbursement Account
Employer-Sponsored Short-Term Disability Insurance
100% Employer Paid Long-Term Disability Insurance
100% Employer Paid Term Life Insurance
Supplemental Life Insurance Plans
401(a) and 457(b) Employer Matched Retirement Plans
Paid Vacation, Sick Leave, Personal Days and Holidays
Employee Assistance Program
Public Health Emergency Leave
Discounts on concerts, major sporting events, electronics, travel, cars and more!
Lake County Benefits - Part-Time Employees
Lake County is also proud to offer paid sick time off and flexible work schedules for our part-time employees.
EOE Statement
Lake County is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, creed, religion, sex, national origin, sexual orientation, disability, or veteran status. Assistance or accommodation during the application process due to a disability is available upon request.
Notice of Work Authorization Requirement
Applicants must be authorized to lawfully work for any employer in the United States. Lake County is unable to sponsor or take over sponsorship of an employment Visa.
Notice of Emergency/Disaster Responsibilities
All Lake County Employees may be required to work as a Disaster Service Worker when a local declaration of emergency or disaster is declared by the Board of County Commissioners. To be prepared for this role, all employees and emergency service function (ESF) leads will attend emergency management trainings and exercises as requested by the Director of Emergency Management. With advanced notification from OEM, employees will make reasonable efforts to attend training events in coordination with other employees and supervisors.
Other Duties
Please note that this job description does not intend to cover or contain a full comprehensive list of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Expected Duration of the Application Process
Due to the nature of the application and selection process for Lake County full-time positions, applicants can reasonably expect the application process to take a significant amount of time to complete before a decision is made to hire or not to hire. Typically, it takes approximately four (4) to six (6) weeks from the date of application to complete the entire selection process. The length of time it takes to complete the process can vary depending on a variety of factors. Please note that this is an estimated duration of the selection process.
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