Executive Assistant

Douglas-County,-Ne; Omaha (NE); On-site; USD 60,000 - 75,000; Full time

Job summary

Douglas County Department of Corrections seeks an experienced administrative professional to support the Director and Deputy Director, serving as a gatekeeper and coordinating activities for the department.

Key duties include screening calls, managing information flow, scheduling meetings, preparing materials, taking minutes, and maintaining confidential documents. The role requires five years of admin experience, strong MS Office skills, and a valid driver’s license.

Qualifications

• High school graduation or equivalent required.
• Bachelor’s degree preferred.
• Five (5) years of administrative or related experience required.
• Five (5) years of MSOffice experience required.
• Work experience in a Correctional and/or 24/7/365 setting preferred.
• Keyboard 50 net words per minute required.
• Valid driver’s license and own transportation upon hire and maintained throughout employment required.
• Pre-employment criminal record check and drug screen required.
• *Equivalent combination of education and work experience may be substituted for requirements on a year-for-year basis.

Responsibilities

• Serve as a primary contact, screening calls, managing information flow, and protecting time.
• Establish effective work relationships with clients, officials, and the public.
• Comply with Civil Service Rules and policies to maintain a safe, respectful environment.
• Organize meetings, prepare materials, attend, take minutes, and track post-meeting actions.
• Advise on leave benefits and assist with leave/accommodation processes.
• Draft correspondence and manage calendars and schedules.
• Prepare and maintain records and reports; assist with accreditation standards and audits.
• Coordinate travel logistics and assist with special projects and awards events.
• Maintain filing systems and handle confidential documents with discretion.

Skills

Screen calls

Manage information flow

Meeting coordination

Minutes and notes

Discretion with records

Education

High school graduation or equivalent

Bachelor’s degree preferred

Tools

MS Office

Job description

Incumbent works under the direction of the Director of Corrections or designee, providing high-level administrative, organizational and strategic support functions for the Director and Deputy Director, serving as a gatekeeper and liaison, and coordinating activities for the Department of Corrections.

• Serve as a primary point of contact, screening calls, managing information flow, proactively resolving conflicts, and protecting Director’s and Deputy Director’s time.
• Establish and maintain effective work relationships with clients, supervisors, County employees, elected officials, attorneys, law enforcement, judges, other agencies, and the public.
• Comply with Civil Service Rules, collective bargaining agreements, County policies, department policies and laws to create a cooperative, safe, respectful and quality work environment.
• Organize internal/external meetings, preparing materials, attending meetings, taking minutes and tracking post-meeting action items.
• Advise employees regarding leave benefits (e.g., FMLA, ADA, Donated Leave).
• Assist with the leave/accommodation request process (e.g., FMLA, light duty, IOD, ADA), coordinating with HR and payroll and assisting with the completion of required paperwork and supporting documentation.
• Draft (e.g., letters, memorandums, resolutions, emails, reports) and other correspondence.
• Manage calendars and schedules, set up meetings, and coordinate agendas.
• Compile, prepare and maintain various records and reports(e.g., Board of Commissioners, contracts).
• Facilitate inmate marriage requests.
• Coordinate and organize internal job postings, specialty position postings and promotional applications.
• Assist with arranging/coordinating details and travel logistics (e.g., flights, accommodations, ground transportation).
• Coordinate meetings and participate in the Awards committee organizing recognition events.
• Track expenses, prepare reports, submit invoices and provide updates.Receive, sort and distribute department mail/correspondence.
• Create data visualizations and presentations.
• Maintain organized filing systems, databases, and manage sensitive or confidential documents with discretion (e.g., correspondence, reports, records, employee personnel and medical records).
• Assist with collecting and completing accreditation standards and audit information.
• Process supply requisitions/purchase orders, ensuring adequate office supply inventory and coordinating equipment work orders.
• Coordinate and complete special projects.
• Provide administrative support to other staff.
• Maintain job knowledge and skills (e.g., research, meetings, webinars, seminars, conferences, continuing education).
• Safely operate a motor vehicle when required to travel on County business.
• Report to work at assigned location with regular, consistent attendance.
• Perform other duties as assigned and directed.

• High school graduation or equivalent required. *
• Bachelor’s degree preferred.
• Five (5) years of administrative or related experience required. *
• Five (5) years of MSOffice experience required.
• Work experience in a Correctional and/or 24/7/365 setting preferred.
• Keyboard 50 net words per minute required.
• Valid driver’s license and own transportation upon hire and maintained throughout employment required.
• Completion of a pre-employment criminal record check and conditional offer drug screen required.
• *Equivalent combination of education and work experience may be substituted for requirements on a year-for-year basis.

• The physical demands and work environment characteristics 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.
• Work is generally performed in an office setting within a locked correctional facility. Noise level is usually moderate. Work hours are typically standard day-shift hours; however, schedule may vary (e.g., days, shifts, weekends, overtime/extra hours, emergency call-in). Work may be stressful when dealing with time constraints, multiple/changing priorities, limited resources and uncooperative/irate individuals.
• Work requires some physical activity, including extended periods of sitting, frequent walking, standing, reaching and occasional balancing, kneeling, bending, carrying, grasping, pulling, pushing, stooping, and squatting. Work also requires the ability to frequently lift/carry objects weighing up to 20 pounds and occasionally up to 30 pounds.
• Required sensory abilities include vision, hearing and touch. Visual abilities, correctable to normal ranges, include close, distance and color vision, depth perception, and the ability to adjust focus. Communication abilities include the ability to talk and hear within normal ranges. Incumbent must possess the hand-eye coordination and manual dexterity necessary to operate computers and other equipment.