Executive Assistant II (EM-07)

County Of Maui; Wailuku (HI); On-site; USD 65,000 - 90,000; Full time

Job summary

County Of Maui in Hawaii seeks an experienced Executive Assistant to the Mayor or Managing Director, providing top-level staff support and coordinating administrative operations across county government. The role includes advising on decisions, reviewing budgets, coordinating with community groups and intergovernmental agencies, and preparing reports.

Two-level duties require discretion, strong analytical skills, and effective communication.

Qualifications

• Bachelor's degree in public or business administration, economics or related field.
• Grade II requires five years of responsible administrative experience in government or private sector.
• Experience coordinating with community groups and intergovernmental agencies is preferred.

Responsibilities

• Review materials and recommend dispositions based on Mayor's policies.
• Advise Mayor or Managing Director with information and alternatives.
• Review budgetary and personnel requests and provide recommendations.
• Coordinate with community groups, private industry and intergovernmental agencies.
• Prepare drafts and comments of proposed bills and reports.
• Supervise staff in the Mayor's Office or Department of Management.

Skills

Executive support

Policy advisory

Budget review

Stakeholder liaison

Education

Bachelor's degree in public or business administration

Tools

Word processing

Spreadsheets

Databases

Job description

Provides top level staff and executive assistance to the Mayor or the Managing Director in matter affecting overall County government; and performs other related duties as required.

Distinguishing Characteristics:

Classes in this series are distinguished by their responsibility for providing staff and executive assistance to the Mayor or the Managing Director in the overall administration of the County Government.

Grade Level Standards:

Grade I: Performs a variety of selected staff assignments in providing administrative assistance and advice to the Mayor or the Managing Director.

Grade II: Performs in the capacity of a top level assistant in providing executive support to the Mayor and Managing Director. Work at this level is more responsible and complex because of the extensive coordination required in working with community groups, private industry and intergovernmental agencies and because of the variety, complexity and impact of problems encountered.The following are examples of duties and are not necessarily descriptive of any one position in this class. The omission of specific duties statements does not preclude management from assigning such duties if such duties are a logical assignment for the position.

• Reviews materials, reports and other communications relating to general administrative or financial and budgetary matters submitted to the Mayor or the Managing Director and makes recommendations for their disposition based upon the knowledge of the policies of the Mayor and/or Managing Director.
• Advises and counsels the Mayor or the Managing Director in his decision by providing information or pointing out alternatives and their effects in matters involving departmental management and operations.
• Reviews budgetary or personnel requests from various agencies and departments of the county and makes recommendations in reduction or addition to specific programs based upon knowledge of administrative and policy goals and their overall direction.
• Conducts administrative investigations and management studies and analyses of organization, procedures, practices, programs and policies of all administrative agencies and department, and prepares and/or submits reports and/or recommendations.
• Conducts studies and analyses of quasi-adjudicator y, rule making, licensing and other regulatory agencies for effectiveness and efficiency in standards of proceedings, and submits recommendations.
• Conducts studies and researches the development of major projects such as island wide transportation services, mass transit, etc.
• Meets and confers with departmental officials to resolve problems in clarifying agency functions and objectives and suggests means for implementing recommendations approved by the Mayor or the Managing Director.
• Reviews legal decisions, opinions, rulings of the Corporation Counsel and/or Attorney General and keeps the Mayor and Managing Director informed of their significance and effect in administrative matters.
• Prepares administrative orders and directives for the Mayor or the Managing Director.
• Serves as liaison officer and coordinates activities between the county of Maui and other governmental jurisdictions and their agencies or branches of government.
• Prepares drafts, analyzes and comments of proposed bills and other reports for the legislature or the County Council.
• Serves on various administrative committees as assigned.
• May meet with community groups and others to explain County programs.
• Supervises assigned employees in the Office of the Mayor or the Department of Management.
• May act for the Managing Director as directed.

Training and Experience:

A combination of education and experience substantially equivalent to graduation from an accredited college or university with a bachelor's degree in public or business administration, economics or a related field, and for:

Grade I: Four years of responsible administrative experience in government or in private business; and as applicable for positions requiring specific specializations, experience as described below.

Grade II: Five years of responsible administrative experience in government or in private business; and as applicable for positions requiring specific specializations, experience as described below.

(a} (Transportation Coordination) ...experience, as described in the Grade Level distinctions above, which included or was supplemented by two (2) years of work experience involving transportation planning or activities related to the development or implementation of transportation programs. Such experience shall have required the formulation and implementation of procedures and/or policies of significant scope.

License Requirement:

Possession of a valid motor vehicle operator' s license (Type 3).

Knowledge of:

governmental organization and functions; principles and practices of public administration, organization and management; principles and practices of public relations; research methods and techniques; administrative analysis; governmental finance administration and budgeting; grant writing and report writing; public speaking; statutes and ordinances relating to county government functions and operations; personal computers and computer applications including word processing, spreadsheets and databases.

Ability to:

conduct studies on and prepare top level management recommendations relating to operations, organizations, administrative standards, finance administration and budgeting; obtain, analyze and evaluate facts; write clear and concise reports; translate ideas and recommendations into workable plans which conform to applicable laws and regulations; make sound management decisions; coordinate varied and complex work programs; analyze legal decisions, interpretations and directives; deal tactfully and effectively with governmental officials and the public.

Selective Certification:

Specialized knowledges, skills and abilities may be required to perform the duties of some positions. For such positions, certification may be restricted to eligibles who possess the pertinent experience and/or training required to perform the duties of the position.

Requests for selective certification must show the connection between the kind of training and/or experience on which they wish to base selective certification and the duties of the position to be filled.

Health and Physical Condition:

Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper for performance of the duties.

Physical Effort Grouping:

Light