Executive Assistant II to the County Administrator

Contra Costa County

Martinez (CA)

On-site

USD 60,000 - 80,000

Full time

14 days+

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Job summary

A local government organization in California is seeking an Executive Assistant to support the County Administrator’s Office. The role involves managing schedules, preparing meeting documents, and handling sensitive inquiries while ensuring compliance with county regulations. Ideal candidates will possess strong attention to detail and 5 years of related administrative experience. This full-time position offers opportunities for professional growth within the government sector.

Qualifications

5 years of increasingly responsible administrative experience, preferably in a public or private sector environment.
Ability to handle confidential information with integrity.
Excellent written and verbal communication skills.

Responsibilities

Manage the schedule of the County Administrator and department heads.
Prepare documentation for meetings with the Board of Supervisors.
Oversee office management and budgetary tasks.
Handle citizen inquiries and public records requests.

Skills

Attention to detail

Strong communication skills

Analytical thinking

Self-starter

Honesty and ethics

Flexibility

Understanding of County government

Education

High school diploma or equivalent

Job description

Executive Assistant II to the County Administrator

Why join the Contra Costa County Administrator’s Office?

The County Administrator’s Office is actively seeking a qualified Executive Assistant to join their professional team. This position has recently become vacant following an internal promotion of the previous incumbent. In this role, you will have the opportunity to support and enhance the organization’s effectiveness in serving the residents of Contra Costa County.

We are looking for someone who:

Pays attention to detail. You will be responsible for the accuracy of a wide variety of tasks in which there are significant impacts if errors are made.
Has strong communication skills. You may write staff reports on behalf of the County Administrator for consideration by the Board of Supervisors and facilitate communication between the County Administrator’s Office, Board members and Department Heads.
Thinks analytically. You will need to research, analyze and communicate recommendations based on basic data collection.
Is a self-starter. You will need to independently take initiative in this demanding role to ensure the County Administrator’s Office executive staff is sufficiently supported.
Is honest and ethical. You will be dealing with sensitive and confidential information on a regular basis.
Is flexible. You will have to shift priorities quickly as needs change – sometimes on a daily basis.
Understands County or City government. All the work you will perform is dependent on a strong understanding of County policies, ordinances, and regulations.

What you will typically be responsible for:

Handling the schedule of the County Administrator, Chief Assistant County Administrator and County Finance Director.
Preparing documentation for the County Administrator’s meetings, understanding and gathering what is needed, and organizing it in a meaningful way.
Office management for the County Administrator’s General Administration & Budget Division including financial transactions and procurement.
Managing and administering departmental safety programs and required training schedules for all staff.
Facilitating the administration of contracts related to special projects undertaken by the Office of the County Administrator.
Responding to citizens' questions and inquiries, including Public Records Act requests.

A few reasons you might love this job:

You will have the opportunity to gain a breadth of understanding of all County functions.
You will work with a group of experienced professional staff and the public.
You will make a positive impact on your community through the work you do.
You will have every opportunity to be creative in improving current process.

A few challenges you might face in this job:

You will be responsible for a high volume of work in a fast-paced environment.
The job can be very demanding, and you will need to understand how to manage competing priorities.
Being on the front line at times for complaints from unhappy community members.
Critical Thinking: Analytically and logically evaluating information, propositions, and claims.
Action & Results Focused: Independently initiating tasks and seeing through to completion.
Legal & Regulatory Navigation: Understanding, interpreting, and ensuring compliance with laws and regulations.
Adaptability: Responding positively to change and modifying behavior as the situation requires.
Attention to Detail: Focusing on the details of work content, work steps, and final work products.
Displaying Ownership and Accountability: Holding self and others accountable for measurable high-quality, timely, and cost-effective results.
Handling Stress: Maintaining emotional stability and self-control under pressure, challenge, or adversity.
Writing: Communicating effectively in writing.
Professional Impact: Presenting self as a positive representative of the organization.
Teamwork: Collaborating with others to achieve shared goals.
Valuing Diversity: Appreciating the benefits of varied backgrounds and cultures in the workplace.
Political & Organizational Savvy: Working skillfully with politics, procedures, and protocols across organizational levels and boundaries.
Managing Organizational Complexity: Maneuvering through complex political situations and functions within the organization.
Interpersonal Savvy: Considering and responding appropriately to the needs and feelings of others in different situations.

Minimum Qualifications

Education: Possession of a high school diploma, G.E.D. equivalency or a high school proficiency certificate.

Experience: Five (5) years of full-time increasingly responsible administrative experience. Support of public or private sector Boards, Councils or executive team members preferred.

Substitution: Possession of a bachelor's degree from an accredited college or university may be substituted for the required experience up to a maximum of two (2) years OR completion of 60 semester or 90 quarter units may be substituted for the required experience up to a maximum of one (1) year.

Selection Process

1. Application Submission and Evaluation: Applicants will be required to complete a supplemental questionnaire at the time of application. Applications will be evaluated to determine which candidates will move forward in the next phase of the recruitment process.

2. Final Hiring Interviews: Conducted by the Department. The most qualified candidates who possess the minimum qualifications will be invited to participate in an interview. This is an exempt classification. Meeting the minimum qualifications does not guarantee advancement to the interview process.

Seniority level