Executive Assistant

County Executive’s Office

Full-Time, 12 Months

Non-Exempt, Pay Grade 12, VRS-Eligible, Benefits-Eligible

THE POSITION – EXECUTIVE ASSISTANT

The Executive Assistant performs high-level office management and administrative duties in support of the County Executive's Office and staff, requiring thorough knowledge of departmental operations and functions. Independently performs specific tasks, such as drafting documents, preparing for meetings, serving as the point of contact for County staff and citizen inquiries, supporting the Board of Supervisors and the County Executive's Office in processing executive summaries. Responsible for organizing the administrative and clerical functions of department and/or assigned specific program or project responsibility. Work is performed under general supervision with considerable latitude for independent judgment.

KEY ATTRIBUTES OF THE IDEAL CANDIDATE

• Is engaging, approachable, trusting, caring, motivated and respectful
• Places high importance on teamwork
• Demonstrates exceptional Emotional Intelligence with excellent communication skills
• Demonstrates fairness in all business matters, which may involve some conflict, which requires tact and diplomacy
• Can handle multiple, changing priorities and tasks, manages assignments through to completion with high attention to accuracy and detail
• Can make consistent judgments or interpretations while remaining dedicated to preserving the policies and procedures; someone honest and ethical

THE DEPARTMENT – COUNTY EXECUTIVE’S OFFICE

The mission of the County Executive’s Office is to ensure a responsive and effective government.

The County Executive is the Chief Executive Officer of Albemarle County, appointed by and accountable to the Board of Supervisors. The County Executive is responsible for implementing the policies of the Board and directing the day-to-day operations of County government.

The County Executive’s Office plays a key role in:

• Policy development
• Ensuring and valuing excellence in public service
• Fostering partnerships with our residents businesses and community leaders
• Preparing the annual budget
• Managing strategic planning and performance management
• Economic research and analysis

THE EXPECTATIONS

Essential functions include, but are not limited to, the following:

• Responsible for the Executive Summary process for the County Executive Office: seeks clarification, determines when requests for additional information and analysis is necessary; monitors deadlines and status;
• Creates and updates SOPs and other guidance materials; and ensures high level of customer service;
• Manages the calendars and meeting schedules of the Executive leadership;
• Performs office management and administrative duties: enters leave and maintains available leave balances; maintains administrative, budget and personnel files; monitors and processes paperwork for executives' required continuing education and professional memberships; analyzes and recommends renewal of office on-line resources, technical equipment and warranties; solves computer and printing issues; and oversees the maintenance and proper working conditions of the office;
• Supports the customer service program and responds to public concerns as necessary: screens visitors, callers, U.S. mail and email, independently answering inquiries when possible, or directing to appropriate department when necessary, and facilitating staff/executive responses;
• Maintains inventories of County Executive department's records and regular files, memorandums to the Board of Supervisors, and significant County agreements (originals and indexed electronic copy), and determines records retention schedule for administrative records and creates destruction notification for state approval;
• Oversees and manages assigned projects related to the County Executive Office.
• Performs other duties as assigned.

THE QUALIFICATIONS

Education and Experience

Any combination of education and experience equivalent to graduation from an accredited four-year college or university with major work in business or public administration as well as two years of experience in an administrative support or supervisory capacity and increasingly responsible experience in management or public administration. Considerable experience using personal computers.

Knowledge, Skills and Abilities

Extensive knowledge of public administration policies and procedures, computer software programs, and general management practices and procedures; thorough knowledge of departmental activities, procedures and organization; considerable knowledge of the operations, practices and techniques of county government; ability to plan, organize, and direct the work of others; ability to follow complex oral and written directions; ability to assist top-level officials and resolve citizen issues with tact and diplomacy; ability to maintain complex records and prepare reports from such records; ability to work under pressure and make decisions in accordance with laws, ordinances, regulations, and established procedures; ability to establish and maintain effective working relationships with public, government officials, and other county employees.

THE PHYSICAL CONDITIONS AND NATURE OF WORK CONTACTS

Administrative work typically performed sitting in an office with occasional walking, light lifting of office items up to 30 pounds; and other limited physical activities. Frequent sustained operation of office equipment is required. Regular and frequent contact made with all organizational levels (internally and externally). Communication may: (a) require tact and discretion; and (b) cover confidential, sensitive, or controversial material. Occasional duties beyond normal hours are required.

THE HIRING SALARY RANGE

The hiring salary range for this position is $36,455 - $43,746 per year depending on qualifications, experience, and internal equity. The position also provides excellent benefits including 12 paid holidays, paid vacation and sick leave, health insurance options with employer contribution, employer-paid life insurance, VRS retirement, and continuing education/training opportunities. This is a full time, FLSA Non-exempt position. Internal candidates will receive pay adjustments in accordance with Local Government Personnel Policy, §P-60.

DEADLINE FOR APPLICATIONS: Wednesday, June 27, 2018, 5:00 p.m. EST

You may find more information at the Albemarle County Human Resources page http://www.albemarle.org/hr.

Learn more about the County as a great place to live at: New Resident Guide

EEO/EOE