Executive Secretary

Montgomery County; Cincinnati (OH); On-site; USD 55,000 - 75,000; Full time

Job summary

Montgomery County is seeking an experienced executive assistant to the County Administrator's office. The role requires handling complex scheduling, confidential correspondence, and high-level administrative tasks with independence and discretion.

You will support County Administrator and Assistant County Administrator, manage calendars, oversee budgets, and coordinate communications with subordinates and external partners in a fast-paced government environment.

Qualifications

• High school diploma with six years of experience as secretary to management level positions using automated office equipment and related software.
• Associate degree core coursework in office automation with four years of experience as secretary to management level positions.
• Undergraduate major coursework in a related discipline with two years of experience as secretary to management level positions.

Responsibilities

• Direct office functions and executive secretarial duties for the County Administrator and/or Assistant County Administrator.
• Participate in non-routine assignments, follow up on commitments from meetings and conferences.
• Supervise lower-level secretary and coordinate clerical processes and data submission.

Skills

Executive secretarial

Administrative procedures

Office management

Budget monitoring

Education

High school diploma

Associate degree coursework

Undergraduate coursework

Tools

Office automation software

Job description

Expert level in the secretarial occupation under administrative direction of the County Administrator and/or Assistant County Administrator requiring extensive knowledge of executive secretarial, administrative and office procedures and thorough knowledge of the County Administrator and/or Assistant County Administrator’s accountabilities and methods of operation in order to direct office functions, perform non-routine assignments, work independently with only general guidance to provide non-routine administrative services and executive secretarial duties for the County Administrator and/or Assistant County Administrator and supervise lower-level Secretary as outlined in rank 1 job duties 50% of the time and also must perform rank 2 and 3 job duties.

Serves as the principal administrative aide position in the County Administrator and/or Assistant County Administrator’s office, performs non-routine assignments in support of the County Administrator and/or Assistant County Administrator’s office (i.e., independently notes and follows up on commitments made at meetings and conferences by the County Administrator and/or Assistant County Administrator, locates and summarizes information from files and documents when this requires recognizing which information is or is not relevant to the problem at hand, advises secretaries in subordinate organizations concerning such matters as the information to be provided by the subordinate organization for use in conferences or reports, assists County Administrator and/or Assistant County Administrator’s subordinates in the procedural aspects of expediting the work of the office, helps to implement County Administrator and/or Assistant County Administrator ’s instructions, communicates activities &/or assignments to appropriate staff and arranges for the collection and submission of data, organizes the flow of clerical processes in the office, monitors budget and maintains fiscal records for office), supervises lower-level secretary.

Using automated office systems and word processing, spreadsheet, data base management other software, produces typed copy from rough written copy, dictation (machine or shorthand) notes or brief oral instructions, produces tables, reports, correspondence, confidential or technical materials requiring special terminology, composes complex but non-technical correspondence, proofs, corrects and signs routine correspondence of a nontechnical nature in the County Administrator and/or Assistant County Administrator’s name or in own name as secretary to the County Administrator and/or Assistant County Administrator, receives and controls incoming correspondence, maintains information needed for budget purposes, makes extensive travel arrangements, makes complete arrangements for large conferences, handles sensitive telephone and personal contacts, provides direct response in situations which do not require personal attention of supervision, keeps County Administrator and/or Assistant County Administrator’s calendar and schedules appointments and meetings based upon personal knowledge of County Administrator and/or Assistant County Administrator’s work load and current issues of importance.

Performs clerical tasks (e.g., receives, opens, logs, distributes incoming mail, answers phone and screens calls, greets and directs visitors, maintains inventory of general office supplies and orders as needed, maintains files and retrieves information, prepares routine forms, prepares records retention and disposal schedules and arranges record transfers).

(Performs Related Duties as Required)

Equivalent to high school diploma with six (6) years of experience as secretary to management level positions utilizing automated office equipment and related software; or completion of associate degree core course work in office automation and four (4) years of experience as a secretary to management level positions utilizing automated office equipment and related software; or completion of undergraduate major program course work in a related discipline and two (2) years of experience as a secretary to management level positions utilizing automated office equipment and related software; OR alternative, equivalent evidence of the Minimum Class Requirements.

Driving Requirement:

Must have a valid, current United States driver’s license and an acceptable driving record

Training and Development:

N/A