Executive Administrative Assistant
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
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.
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
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
13. Coordinates communications
with other County Departments, State and other elected officials for the
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
KNOWLEDGE, SKILL AND ABILITY REQUIRED BY THIS POSITION
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
Contract and budget preparation; collecting and analyzing data for department
operations and programs; report writing and composing correspondence; processing
information utilizing automated equipment.
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
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.
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
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.