Executive Assistant
Executive Assistant
Description :
Classification Title |
Executive Assistant |
FLSA Status |
Exempt |
GENERAL SUMMARY
The purpose of this job is to provide administrative assistant support to the County Administrator, Deputy County Administrator and to the members of the County Board of Commissioners. Assembles and distributes meeting packets, assists with coordination/completion of various special projects, reports and other materials. Establishes office filing and record keeping systems and prepares correspondence, contracts, and various other documents for the Administrator's Office and the Board.
ESSENTIAL DUTIES & RESPONSIBILITIES
The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.
- Provides administrative support to the County Administration Office. Prepares various types of correspondence, reports and other documents. Answers phone calls, receives visitors and responds to inquiries.
- Provides administrative support to the County Board of Commissioners. Assembles meeting packets, posts packets to County website and electronically distributes packets to meeting participants Prepares documents for Board Chair signature, reviews monthly reimbursement requests and answers board member requests for information. Maintains, publishes and distributes monthly calendar. Prepares and posts special meeting notices at Courthouse and on website. Registers board members for conferences and trainings and makes travel arrangements.
- Provides administrative support to county departments and agencies. Schedules employee physicals. Makes conference and hotel reservations or other purchases that require use of the county credit card. Collects and submits monthly order for centralized purchasing of paper, coordinates annual on-site document shredding for county departments and schedules employee physicals. Advertises and posts meeting notices or job vacancies as requested.
- Maintains working files on all Board standing committees. Establishes and maintains files on meetings, contracts, budgetary matters, reference manuals, special projects, and other areas. Assists the public, employees and elected officials in identifying, researching, and obtaining Board and Administrator data and reports.
- Prepares documentation necessary to submit property damage, injury, or lawsuits against the county. Initiates processing with insurance administrators and carriers. Files required paperwork and works with insurance company to follow claim through resolution.
- Processes Worker’s Compensation claims, files documents with Worker’s Compensation insurance provider and follows claim through resolution.
- Distributes safety procedure and equipment information to departments.
- Performs a variety of related functions purchasing and maintaining inventory of office supplies and forms, preparing vouchers for payment of expenses of the administrative department, maintaining and updating lists of various committees and officials, and performing related tasks.
- Performs related work as required.
MINIMUM QUALIFICATIONS
Required Education and Experience
Education: Associate's Degree
Experience: 1 to 3 year's work related administrative experience
- Any equivalent combination of training, education, and experience that provides the required skills, knowledge and abilities
Required Licenses or Certifications
N/A
COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES
Knowledge of:
- County government.
- Financial software system
- Insurance filing requirements
- Claims process
- Invoice and processing procedures, budgeting and accounting
- English grammar, spelling, punctuation
- Legal terminology and court procedures
- Principles and practices of basic bookkeeping
- Modern office procedures, methods and computer equipment
Skill in:
- Organization and time management
- Attention to detail
- Interpersonal skills necessary to develop and maintain effective and appropriate working relationships
- Performing a variety of duties, often changing from one task to another of a different nature
- Performing basic mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
- Assigning, prioritizing, monitoring, and reviewing work assignments
Ability to:
- Manage processes and claims
- Communicate with county personnel, insurance companies and other parties involves in claims
- Create documents, reports and correspondence
- Prioritize tasks to meet deadlines
- Communicate with county personnel, vendors and the public
- Meet schedules and deadlines of the work
- Understand and carry out oral and written directions
- Accurately organize and maintain paper documents and electronic files
- Maintain the confidentiality of information and professional boundaries
WORK ENVIRONMENT/CONDITIONS
The work environment and exposures described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Environment |
Seldom or Never |
Sometimes or Occasionally |
Frequently or Often |
Office or similar indoor environment |
|
|
x |
Outdoor environment |
x |
|
|
Street environment (near moving traffic) |
x |
|
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Construction site |
x |
|
|
Confined space |
x |
|
|
In the community (homes, businesses, etc.) |
x |
|
|
Warehouse environment |
x |
|
|
Shop environment |
x |
|
|
Other |
x |
|
|
Exposures |
Seldom or Never |
Sometimes or Occasionally |
Frequently or Often |
Individuals who are rude or irate |
|
x |
|
Individuals with known violent backgrounds |
|
x |
|
Extreme cold (below 32 degrees) |
x |
|
|
Extreme heat (above 100 degrees) |
x |
|
|
Moving mechanical parts |
x |
|
|
Fumes or airborne particles |
x |
|
|
Toxic or caustic chemicals, substances or waste |
|
x |
|
Loud noises (85+ decibels) |
x |
|
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Other |
|
|
|
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The position involves light physical demands, such as exerting up to 20 lbs. of force occasionally, and/or up to 10 lbs. of force frequently, and/or a negligible amount of force constantly to move objects.
Date created: |
January 2016 |
Dates revised |
|
Contact : Interested applicants can print, complete, and electronically return the attached application to mbrown@barrycounty.org or via fax at (269) 948-4884. Alternatively the application can be returned in person to:
Barry County Administration
220 West State Street
Hastings, Michigan
49058
Deadline for Applying : Open until filled