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Douglas County  1915
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* Executive Administrative Assistant
Pay Range GC17

INTRODUCTION

This classification performs duties as Executive Administrative Assistant to the Department Head specializing in responsibilities to assist the department head by providing administrative coordination to Department programs and services; serves as liaison between administration, division, sections, other county departments, and outside agencies.  This position must plan, develop and maintain systems and methods for the personnel program; provides office management and supervises support staff, and has accountability for work performed within unit; provides project or program management requiring budget accountability, contracts, staff research and analysis, budget coordination.  Duties require interpretation and application of departmental policies.

EXAMPLES OF PRINCIPAL DUTIES

(Duties assigned to this classification include, but are not limited to, the following examples.  Any one position may not perform all listed tasks.)

1. Manages support services to the Department Head by providing administrative coordination in scheduling and maintaining appointment calendar for Department Head, determining the purpose of meetings and collecting background information.  Facilitates the document process requiring Department Headís signature.

2. Coordinates Department Headís communications and directives to the Department and programs.

3. Compiles and creates Department Headís monthly report for Board of Commissioners on contracts signed under Board authority.

4. Manages and administers all Department personnel matters, including development and maintenance of database, maintaining personnel files, confidential records and required licensure, and mandated records.

5. Develops and implements Department policies and procedures, interprets personnel rules and interprets County and Department policies and procedures to division/section managers and employees.

6. Supervise, coordinate and prioritize work activities of support staff; offer assistance as needed, and determine best solution when problems arise.  Ensure compliance with regulatory standards.  Assume accountability for work performed within unit.  Is involved in selection, work plan preparation, training and evaluation of staff.

7. Participate in the department budget process by requesting, coordinating collection and projections of information; monitor fiscal recordkeeping; verify information; develop, administer, and monitor assigned budget areas.

8. Administer and monitor Department grants, contracts, subcontracts and leases; establish and maintain related recordkeeping and reports; assist in or coordinate Department contracting process, including the development of requests for proposal.

9. Facilitates in Department recruitment activities and participate in evaluating and interviewing applicants.  Provide Department employee orientation.

10. Coordinates Divisional support issues providing advice, direction, and interpretation and serves as technical resource for Department staff.

11. Researches, composes, edits and distributes various confidential reports including complex and technical research reports and papers.  Verifies records for subpoena and prepares certification forms for Department Headís signature.

12. Plans major Department events.  Represent the Department to the public, other departments and agencies and answer questions, solve problems and interpret policies and procedures.

13. Coordinates communications with other County Departments, State and other elected officials for the Department Head.

14. Assembles information and prepares agenda for department management unit meetings and screens items submitted.  Attends and takes minutes at various meetings on a regular basis.

KNOWLEDGE, SKILL AND ABILITY REQUIRED BY THIS POSITION

Knowledge of: Considerable knowledge of department operations, policies and procedures, modern practices and methods of office management and supervision; Considerable knowledge of principles and practices of administration including fiscal management, budget preparation, personnel and program management; considerable knowledge of fiscal monitoring and budget coordination techniques and procedures; considerable knowledge of contract preparation and administration; considerable knowledge of database development, statistical data collection and research techniques and procedures; through knowledge of standard and complex office practice and of business English, spelling and composition and mathematics.  Skill in: Contract and budget preparation; collecting and analyzing data for department operations and programs; report writing and composing correspondence; processing information utilizing automated equipment.  Ability to: Communicate effectively in both oral and written forms; plan, organize, assign, coordinate and review work of staff and to courteously meet and deal effectively with other employees; make decisions independently in accordance with established policies and to use initiative and judgment in carrying out tasks and responsibilities within a broad framework, with authority and responsibility in a given program or functional area of service; maintain confidentiality; courteously meet and deal effectively with customers, public executives, and elected officials; remain calm and use good judgment during confrontational or high pressure situations.

Education, experience and training: Bachelor's degree in public or business administration or related field which includes coursework in accounting and information systems and two years progressively responsible work experience in management or administration which includes supervisory and/or program management experience OR Associate's degree in business administration and four years progressively responsible work experience in office management, program management and supervisory experience OR six years work related experience which includes supervisory and/or program management experience OR a satisfactory equivalent combination of education, experience and training.

SUPERVISORY CONTROLS OF THIS POSITION

Work is performed under the supervision of the Administrator of the Department of Health and Social Services.  The employee works in administering a complex area of responsibility as outlined by the Administrator of the Department of Health and Social Services who reviews the work of this position for effectiveness, quality and results obtained while in conformance to established policy.  Discretion is required in applying general goal and policy statements, in development of recommendations, policies and procedures and in resolving program problems.  This position provides assistance, guidance, coordination, training and communication for support staff in all program areas.

GUIDELINES

Work is performed within departmental policy and procedures; federal, state and county statutes, rules, regulations and ordinances; personnel rules, fiscal and accounting reference materials, software and equipment manuals, specialized reference materials. Employee uses seasoned judgment in interpreting guidelines and contributes to modifications of existing department guidelines by recommending changes or adapting guidelines to problems encountered; refers to Health Administrator when established policy or practices do not exist.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Regular and consistent attendance is required.  Work is performed in an office environment and is generally sedentary; may require bending, gripping with hands and fingers, hearing voice conversations, keyboarding, lifting up to 14 pounds, reaching, sitting, standing, and walking.

 
   
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