Executive Assistant

GOEBEL FIXTURE COMPANY; Amsterdam (VA); On-site; USD 64,000 - 99,000; Full time

Job summary

Botetourt County seeks an Executive Assistant to serve as Clerk to the Board of Supervisors. You will produce and publish meeting materials, post official notices, maintain records, and coordinate all board-related activities and communications.

The role requires independent judgment, discretion, confidentiality, and political neutrality, with at least five years of related experience in Virginia and an Associate degree. Evening meetings are required periodically.

Qualifications

• Associate degree in public administration, business administration, office management, communications, political science, paralegal studies, records management, or related field.
• Minimum of five (5) years of progressively responsible legislative, governmental, records management, or related administrative support experience in Virginia preferred.
• Must possess or obtain Virginia Notary Public designation within two months.
• Certified Municipal Clerk (CMC) designation required within thirty months.
• Experience supporting elected bodies, boards, or commissions is strongly preferred.

Responsibilities

• Serves as Clerk to the Board of Supervisors and coordinates Board meetings, work sessions, public hearings, and related activities.
• Prepares and maintains Board agendas, packets, minutes, resolutions, notices, and official documents.
• Attends meetings, documents proceedings, prepares minutes, and maintains permanent records.
• Ensures compliance with public meetings laws and publishes legal notices and advertisements.
• Manages records retention, FOIA requests, and coordination of Board-appointed bodies.

Skills

Clerk to Board

FOIA Officer

Meeting coordination

Education

Associate degree (2-year)

Job description

• Base Pay $63,827.00 - $98,856.00 / Year
• Industry Administration, Local Government, Executive Assistant
• Employee Type Exempt FT
• Required Degree 2 Year Degree
• Manage Others Yes

Description

Job Summary

The Executive Assistant (EA) serves as Clerk to the Board of Supervisors and is responsible for producing and publishing meeting materials, official notifications and legal postings of meetings and public hearings of the Board of Supervisors, and for creating, publishing, and keeping the official records of the Board of Supervisors and committees of or appointed by the Board. The EA is responsible for all logistical arrangements for meetings of the Board and other meetings as otherwise directed including room reservations and preparations, audio visual systems preparation and support, security arrangements, meals and refreshments as needed, pre- and post-meeting communications, and other duties and tasks necessary to facilitate and promote productivity and lawful public access. Manages the county administration office and assists with special projects and research assignments. Serves as the County's FOIA Officer, receiving and administering the County’s lawful response to all requests for public records. The incumbent must demonstrate considerable independent judgment, discretion, confidentiality, professionalism, and political neutrality, and must be able to manage multiple priorities and strict statutory deadlines simultaneously in a fast-paced environment. The position independently resolves routine matters, determines when issues should be elevated to County Administration leadership, and proactively coordinates follow-through on Board agendas, Board actions and directives, public and legal notices and advertisements, appointments, records requests, and related deadlines. At least one evening meeting per month is required; additional meetings outside of normal business hours may be required occasionally. Supervises and directs the work of the Administrative Assistant and Building Security Personnel.

Key Responsibilities/Essential Functions

• Always do the right thing.
• Promotes the vision, mission and values of the County.

Board of Supervisors Support

• Serves as Clerk to the Board of Supervisors.
• Coordinates, schedules, and administers Board meetings, work sessions, public hearings, special-called meetings, retreats, and related activities.
• Prepares, assembles, reviews, publishes, and maintains Board agendas, packets, minutes, resolutions, ordinances, notices, and related official documents.
• Attends Board meetings; documents proceedings, actions, and votes; prepares minutes and action summaries; and maintains permanent official records.
• Ensures compliance with applicable public meetings, agenda, notice, and public hearing requirements under the Code of Virginia and County procedures.
• Manages and ensures accurate and timely legal advertisements, public notices, publication deadlines, and meeting postings.
• Maintains official ordinance, resolution, and policy records and coordinates codification updates to the County Code.
• Certifies, attests, notarizes, and records official documents as required.
• Tracks Board directives, assignments, appointments, and follow-up actions and coordinates with County Administration and departments.
• Assists with proclamations, recognitions, correspondence, and related Board materials.
• Coordinates public engagement, citizen communications, and Board correspondence processes.
• Supports the onboarding, orientation, compliance reporting, expense reporting and documentation, and offboarding of members of the Board of Supervisors and Administration staff.

Boards, Commissions, Committees, and Authorities Coordination

• Ensures records retention and maintenance, whether centralized and/or delegated, for County Boards, Commissions, Committees, Authorities, and other Board-appointed public bodies.
• Tracks appointments, vacancies, term expirations, resignations, oaths of office, Statements of Economic Interest, NDAs, membership rosters, and related records.
• Ensures efficient coordination of the recruitment, advertisements, applications, onboarding, orientation, and appointment processes for Board-appointed bodies.
• Develops and maintains standardized templates, procedures, calendars, and administrative practices for public bodies.

FOIA, Records Management, and Governance Administration

• Serves as the County's designated FOIA Officer.
• Receives, logs, tracks, coordinates, and responds to FOIA requests in accordance with applicable law and deadlines.
• Coordinates with departments, legal counsel, and outside agencies the collection, review, redaction, and provision of responsive records in a timely fashion.
• Maintains FOIA request records and tracking systems.
• Assists departments with records requests, records retention, public records procedures, and FOIA compliance practices.
• Oversees organization-wide records retention and governance records management practices in cooperation with departments and Library of Virginia requirements.
• Maintains official records, including historical Board records, legislative archives, ordinances, resolutions, and official order books, in accordance with applicable retention schedules and archival requirements.
• Conducts records research as directed.
• Assists with implementation and maintenance of records management standards, procedures, and training organization wide.

Other Duties

• Manages the County Administration office, recommends and administers policies and procedures, assists with the scheduling and logistics of executive meetings and appointments, manages equipment and supplies.
• Directs and supervises the work of departmental administrative support and building security personnel.
• Serves as a point of contact for citizens regarding Board-related matters and refers inquiries appropriately.
• Assists County Administration with special projects and research assignments related to Board and FOIA functions.
• Participates in emergency response operations and continuity of government functions as required.
• Performs other duties as assigned.

Job Requirements

• Associate degree in public administration, business administration, office management, communications, political science, paralegal studies, records management, or related field required; bachelor's degree preferred.
• Minimum of five (5) years of progressively responsible legislative, governmental, records management, or related administrative support experience in Virginia preferred.
• Must possess or obtain designation as a Virginia Notary Public within two (2) months of employment.
• Certified Municipal Clerk (CMC) designation required within thirty (30) months of employment.
• Responsible experience supporting elected bodies, boards, or commissions strongly preferred.
• Equivalent combinations of education, training, certifications, and experience which provide the required knowledge, skills, and abilities may be considered.
• Valid Virginia driver's license.

Physical Demands/Special Work Environment

• Constantly operates a computer and other office equipment, involving movement, picking, pinching, typing, or otherwise working primarily with fingers rather than the whole hand.
• Substantial movements (motions) of the wrists, hands, and/or fingers.
• Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.
• Required to have close visual acuity to prepare and analyze data and figures, transcribe, view a computer terminal, and perform extensive reading and data input.
• Must be able to remain in a stationary position for up to 70% of the workday.
• Occasionally moves about the office to attend meetings, access files and office machines, and interact with coworkers.
• Frequently communicates and exchanges accurate information with co-workers, both verbally and in writing.

Reports to

County Administrator

Supervisory Responsibility

Administrative Assistant and Building Security personnel.

Botetourt County provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.