EXECUTIVE ASSISTANT TO THE CHAIRMAN

Newton County Government; Georgia; On-site; USD 48,000 - 64,000; Full time

Job summary

Newton County Government seeks an Executive Assistant to the Chairman to provide high-level administrative support to the Chairman of the Board of Commissioners. The role involves handling sensitive relations with officials, dignitaries, and the public to ensure smooth executive operations.

The position requires five years of relevant experience, a high school diploma or GED, and a valid Georgia driver’s license.

Qualifications

• High school diploma or GED required, with five years in administrative support or office administration.
• Must possess and maintain a valid Georgia driver’s license.

Responsibilities

• Provides executive administrative support to the Chairman of the Board of Commissioners; screens calls, mail, and e-mails; composes and proofs correspondence; records or transcribes dictation; keeps the Chairman informed of matters and documents.
• Serves as liaison between the Chairman, BOC, county officials and the public; conveys information among BOC and county personnel.
• Performs advanced research; compiles data, writes reports and presentations; makes recommendations to improve operations and policies.
• Manages meeting coordination for executive level meetings; prepares agendas and minutes; coordinates facilities, travel, and documentation.
• Maintains calendar/schedule for Chairman and BOC members; coordinates travel and arrangements.
• Processes documentation within timeframes; maintains records and data entries.
• Operates PC and standard office software; communicates with officials and public as needed.

Job description

NEWTON COUNTY, GEORGIAClassification Specification

EXECUTIVE ASSISTANT TO THE CHAIRMANFLSA: Exempt

Purpose of Classification:

The purpose of this classification is to provide administrative support to the Chairman of the County Board of Commissioners characterized by the highest degree of interaction with various officials and dignitaries, and wherein client relations are more sensitive and considered critical to the operations of the organization at the highest executive level of County government.

Essential Functions:

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Provides executive administrative support to the Chairman of the Board of Commissioners (BOC); relieves Chairman of routine administrative tasks; screens calls, mail, and e-mail messages and initiates appropriate action and/or response; composes, types, edits, or proofreads correspondence on behalf of Chairman; records and/or transcribes dictation; keeps Chairman informed of significant matters, messages, documentation, or other information; conducts special projects as needed; and maintains confidentiality of County documentation and issues.

Serves as liaison between Chairman, BOC, and County officials, department directors, the public, community leaders, outside agencies, or other individuals or organizations: receives and distributes information; interacts with various officials and dignitaries involving sensitive client relations; and conveys information among BOC and County personnel.

Conducts advanced research on behalf of the Chairman to aide in matters under consideration: utilizes BOC files, court/legal records, database records, electronic data sources, hardcopy materials, Internet sites, or other sources as needed; compiles and/or monitors various administrative and statistical data pertaining to County operations;researches information pertinent to task, project or issue; analyzes data and identifies trends; writes, prepares, formats, or otherwise generates reports, presentations, white papers, and other documents; makes recommendations for changes in administrative policies and procedures to improve operations, provide more responsive service, and/or optimize the use of resources; and provides technical assistance and information to the Chairman and BOC to aid decision making.

Provides administrative support and coordination for various meetings at the executive management level, which

Newton County, Georgia Executive Assistant to the Chairman

Page 2 Last Revised: October 2019

may include the BOC, elected officials, committee meetings, budget meetings, etc.; prepares meeting agenda documents; coordinates meeting facilities, equipment, and refreshments; prepares and distributes agendas, meeting notices, meeting packets, and related documentation; records and/or transcribes meeting minutes; distributes meeting minutes; labels and indexes tapes of meetings; researches previous meeting minutes as needed; prepares monthly time sheets for BOC members; coordinates arrangements for BOC training activities; and maintains BOC records.

Maintains calendar/schedule of activities for Chairman and other BOC members: schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; updates calendar on a regular basis; notifies parties involved of changes; and coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for Chairman and other BOC members.

Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures: prepares, completes, receives, reviews, processes, forwards or retains, as appropriate, various forms, reports, correspondence, and other documentation; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.

Operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.

Communicates with County officials, supervisor, other County employees, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Additional Functions:

Performs other related duties as required.

Minimum Qualifications:

High school diploma or GED required; supplemented by five years of experience in administrative support, office administration or related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Specific License or Certification Required:

Must possess and maintain a valid Georgia driver’s license.

Specific Knowledge, Skills, or Abilities:

Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all County or departmental policies, practices, and procedures necessary to function effectively in the position.

Performance Aptitudes:

Data Utilization: Requires the ability to evaluate, audit, deduce, and/or assess data using established criteria.Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives.

Human Interaction: Requires the ability to work with and apply principles of persuasion and/or influence over others to coordinate programs or activities of a project, and resolve typical problems associated with the responsibilities of the job.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Functional Reasoning: Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.

ADA Compliance:

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

Newton County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Newton County, Georgia Executive Assistant to the Chairman

Page 3 Last Revised: October 2019