Executive Administrative Assistant
: Job Details :

The purpose of this position is to represent the County Supervisor in a positive and friendly manner and reflect an open door policy to Gila County constituents and employees, and to serve as the Supervisor's confidential aide while providing administrative staff support. This position provides high-level administrative support to the County Supervisor. The role requires research, composition of correspondence and documents, contact with the public and other agencies, coordination of meetings and travel arrangements, and meeting attendance. SUPERVISORY RESPONSIBILITIES This position does not supervise other employees. ESSENTIAL DUTIES AND RESPONSIBILITIES TIME SPENT Screens incoming correspondence, arranging items by priority for the Supervisor's review, or referring matters to other staff as appropriate; responds to all correspondence for the Supervisor with some input on important issues; follows up with other departments on issues of importance to the Supervisor either by phone or email; composes and types all correspondence and other documents on a wide variety of subjects requiring knowledge of procedures and policies; transcribes dictation; takes meeting minutes. 20% Attends agenda review meetings, takes notes, and reviews agenda items with Supervisor before each meeting; compiles and evaluates social, historical and economic data, relating to issues being considered by Board that require knowledge of community interests and governmental functions and entail contact with community members; provides Supervisor with information regarding complaints of a varied nature. 20% Performs complex administrative, planning, research, management and scheduling activities in support of Board of Supervisor activities. 10% Receives inquiries and complaints from public, gathers information regarding the feelings, opinions, and preferences of the Supervisor's constituents, and then reviews information with Supervisor. 10% Coordinates meetings and conferences; maintains Supervisor's calendar; makes travel arrangements; occasionally travels with Supervisor to meetings and assists with meeting/summit facilitation. 10% Occasionally serves as representative for Supervisor at meetings, training sessions, public hearings and appointed commissions. 10% Prepares line item billing and submits invoices for the Board of Supervisor's Office, including submitting credit card statements, travel forms and constituent fund requests. 10% Provides on-call assistance and attends meetings, functions and presentations conducted outside regular business hours, as required. 10% Performs other duties as assigned. BUDGET RESPONSIBILITIES This position reviews, edits and approves for submission department level budget. PROJECT RESPONSIBILITIES Provides project research and clerical support on process improvement projects. ORAL COMMUNICATION DUTIES This position trains colleagues, explains County procedures or processes, responds to public inquiries, participates in meetings and negotiates or persuades. WRITTEN COMMUNICATION DUTIES This position creates or edits documents, internal memos, emails, formal letters, contracts and procedures. INTERACTIONS WITH THE GENERAL PUBLIC Interacts extensively with employees, customers, the general public, vendors, regulatory bodies and other groups and/or individuals and Institutions over the telephone, by email, and/or in person. INTERACTIONS SPECIFICALLY WITH CUSTOMERS Continuously (More than 70% but less than 85% in a year) MINIMUM EDUCATION REQUIRED High School Diploma or GED MINIMUM YEARS OF DIRECTLY RELATED EXPERIENCE REQUIRED Five (5) years administrative/secretarial experience; or equivalent combination of education, training and experience. PROFESSIONAL CREDENTIALS REQUIRED/PREFERRED Certified typing at 60 wpm from printed copy. May require a Notary Public Commission. Must possess and maintain a valid Drivers License. KNOWLEDGE REQUIRED Administration and management, database management, clerical, customer and personal service, knowledge of Federal, State and Local laws, regulations and Statutes, finance issues, accounts payable, fixing software issues, GIS information for locating properties with constituent issues and understand property valuations. SKILLS REQUIRED Active listening, critical thinking, creative writing, communicating diplomatically, customer service, problem recognition, problem solving and multi-tasking. ABILITIES REQUIRED Generate fluent new and useful ideas, solve problem sensibly and swiftly, react in a calm and timely manner, consider options, risks and benefits and follow orders. PHYSICAL DEMANDS Routinely stands to attend to customers. Regularly sits to complete report, operate computers, complete a program. Occasionally sits to attend to reception areas. Occasionally lifts under 10 lbs. Constantly requires dexterity for keyboard operation and for special machines. May be required to routinely walk to and from work sites, occasionally bend and routinely twist. WORK ENVIRONMENT Incumbents in this position generally works in an office environment. May occasionally spend time in lobby environment, classroom(s) and library. SAFETY RISK EXPOSURE Incumbents in this position are generally not exposed to safety risk. On rare occasions, incumbents in this position may become exposed to occasional telephone verbal abuse by customers or citizens. 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.