PUBLIC WORKS DEPARTMENT - EXECUTIVE ASSISTANT

County of El Paso; Town of Texas (WI); On-site; USD 52,000 - 72,000; Full time

Job summary

County of El Paso is seeking an Executive Assistant to support a County Elected Official with complex administrative duties. The role involves managing calendars, preparing reports, and serving as a primary contact for inquiries from the public and other departments.

The candidate should have a bachelor’s degree in business or related field with six years of executive support experience. The position requires strong organizational skills, proficiency in Microsoft Office, and the ability to

Qualifications

• Bachelor’s degree in Business or related field with six (6) years of executive/staff support experience.

Responsibilities

• Serves as a primary point of contact for inquiries and complaints about department services.
• Prepares routine and complex reports, and maintains calendars, schedules, and meeting logistics.
• Prepares correspondence and materials for review and signature; documents and minutes.
• Provides work direction and training to support staff; ensures tasks are completed in a timely manner.
• Maintains records, filing systems, and effective communication with county staff and the public.
• Processes payroll documents and monitors spending; handles invoices and payments.

Skills

Executive support

Calendar management

Report preparation

Staff supervision

Notary public

Bilingual English/Spanish

Customer service

Microsoft Office

Windows

Education

Bachelor’s degree in Business or related field

Tools

NeoGov system

Microsoft Office

Windows OS

Job description

*Bilingual in English/Spanish preferred*

Acceptable Experience and Education

Bachelor’s degree from an accredited university of college in Business or related field with six (6) years of executive/staff support experience.

Orany equivalent combination of education, experience, and training which provides the required knowledge, skills, and abilities.

Certificates and Licenses Required

In order to access the County’s network and systems, a personal mobile smart device is required by the hire start date.

Must have or obtain by date of hire a valid driver's license applicable to job responsibilities, with a driving record acceptable to the County of El Paso.

Essential Duties

• Serves as a point of phone or personal contact for outside agencies, other County departments and the general public regarding inquiries or complaints about a specific program and/or its services; receives and screens visitors for entire department;
• Gathers, organizes and summarizes information for special projects; prepares various routine and complex reports, tables, graphs and statistical summaries; including the organization and maintenance of various administrative duties; makes appointments and maintains a calendar, schedules and arranges for meetings and makes travel and meeting related arrangements; routes and handles organizing meetings by notifying participants, makes room arrangements, prepares agendas and required information materials, attends meetings and prepares minutes; follows up on projects, transmits information, and keeps informed of pertinent activities; works with ITD on department’s website and ensures documentation is updated and maintained;
• Prepares correspondence, reports and other materials from rough drafts or from other source documents for review and signature; reads and reviews incoming and outgoing correspondence;
• Provides work direction to other support staff; provides training and technical guidance; transmits directive, instructions and assignments and follow up on the status of assignments within the department and County-wide;
• Establishes and maintains records and filing systems; archives, transfers, revises, sorts and extracts files and documents; posts public meeting announcements; maintains staff activity schedules;
• Prepares payroll documents; processes billings and invoices for payment; receives payments; issues receipts; monitors spending;
• Provides information and resolves complaints; makes executive decisions in the absence of department head or designee;
• Performs special projects as assigned; researches, compiles and summarizes a variety of information or statistical materials from multiple sources; prepares a variety of studies, reports and relates information for decision making purposes;
• Recommends actions to be taken on office expenditures such as equipment supply needs; and
• Stays abreast of new trends and innovations in the field;

Depending on area assigned

• Schedules trials and pre-trials, conferences and meetings; develops agendas; records and produces meeting minutes;
• Performs special projects;
• Manage department head calendar, travel, via phone and document correspondence;
• Serves as a notary public for legal documents;
• Assists in creating requisitions through NeoGov system, reviewing application, schedules and participates in interviews;
• Process applications for County Board members; contacts applicants; coordinates interviews;
• Prepares certificates; updates board website, attends board meeting and prepares and reviews minutes as necessary;
• Prepares media advisories;
• Prepares and submits agenda items;
• Verifies and tracks board member requirements; and
• Recommends actions to be taken on CIP request.

Other Important Duties

• Substitutes, if assigned, during temporary absences by performing delegated duties sufficient to maintain continuity of normal operations;
• Commits self to providing excellent customer service and demonstrate commitment through cooperative team and individual efforts;
• Creates a high quality work culture through participation in and emphasis on training and mentoring to develop leadership, management, and technical skills in self and all employees, including safety related training and skills.
• Performs such other related duties as may be assigned.

As members of the County of El Paso Emergency Response System, all El Paso County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to train on emergency response and/or perform certain emergency services at the direction of their supervisor

Summary of Position

The Executive Assistant under limited supervision, performs complex administrative support duties for a County Elected Official. Work responsibilities may extend to providing work direction to other support staff.

Minimum Requirements: Knowledge, Skills, and Abilities

Knowledge of: the principles and practices of accounting; modern office administration; the methods and practices of collections; secretarial practices; the court system; legal terminology principles and practices of administrative management; the principles and practices of effective customer service; principles and practices of effective employee supervision; County organization, operations, policies and procedures; knowledge of report preparation, documents file creation and presentation; English usage, grammar, punctuation and spelling; techniques for effective interpersonal communications; modern office procedures, methods and computer equipment to include Windows and Microsoft based products. Skill/Ability to: ability to foresee, interpret and analyze circumstances, conditions and events, data and records as necessary; balance general ledgers, reconcile accounts and make journal entries; operate a personal computer and various software applications; conduct research, develop appropriate documentation, assess and prioritize multiple tasks, projects and demands to meet scheduled requirements; establish and maintain effective working relations with co-workers and customers to promote and support a productive work environment; work efficiently independently and in a team environment to meet established goals and objectives; communicate effectively in verbal and written forms to respond effectively to customers and staff; exercise initiative and independent judgment within established procedural guidelines in performance of daily duties; responding effectively to customers; assessing and prioritizing multiple tasks, projects and demands; reading, interpreting, and communicating instructions; compilation, analysis, and presentation of statistical information; use initiative and independent judgment within established procedural guidelines; complete projects on time and within budget; operate personal computer using standard office operating software and general office equipment; prepare and maintain records, maintain filing systems, compile and organize information; communicate effectively both orally and in writing; promote program activities; make mathematical computations; prepare clear, concise and comprehensive written reports, and staff studies; schedule, supervise, train and evaluate assigned staff; and establish and maintain cooperative and effective relationships with those contacted during the course of work. Passa background investigation.

Each and every county position requires the following professional skills and abilities as key and necessary elements of performance:

• Demonstrate regular and reliable attendance;
• Work well with others and participate fully in a team oriented environment;
• Interface with other employees and customers in a courteous and respectful manner;
• Maintain strict confidentiality;
• Project positive support of their department and all organizations receiving El Paso County service at all times; and,
• Maintain and enhance the County’s commitment to customer service excellence

Organizational Relationships

Reports to: Department Head

Directs: Non-supervisory position; however, may provide work direction to other support staff

Other: Has frequent contact with elected officials, department heads, county employees, other agencies, contractors, Board Members, vendors, regulatory and funding agencies and the general public