EXECUTIVE ASSISTANT I-FULL TIME
McDonough, GA McDonough, GA Full-time Full-time $53,294 a year $53,294 a year 20 hours ago 20 hours ago 20 hours ago Purpose of Classification:
The purpose of this classification is to provide administrative and secretarial support to an assigned department director in support of department-wide operations.
Essential functions are similar to those of an Administrative Assistant III, but are characterized by a higher degree of interaction with various officials, and wherein client relations are more sensitive and considered critical to the department.
This is a restricted classification subject to a limited number of positions County-wide.
Essential Functions:
The following duties are normal for this position.
The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.
Other duties may be required and assigned.
Provides secretarial/administrative support to an assigned department director:
relieves director of routine administrative tasks; screens telephone calls, mail, and other communications and initiates appropriate action/response; records dictation; types, composes, types, edits, or proofreads correspondence on behalf of director; records and/or transcribes correspondence, statements, minutes, or other information; and keeps director informed of significant matters, messages, documentation, or other information.
Serves as liaison between the assigned department and other departments/divisions, staff members, County officials, the public, community leaders, outside agencies, or other individuals or organizations:
distributes and receives routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; and circulates documentation to appropriate departments.
Maintains calendar/schedule of activities for the department director:
schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; updates calendar on a regular basis; notifies parties involved of changes; and coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department management or other staff.
Coordinates arrangements for various meetings:
notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; and maintains related records.
Conducts records maintenance activities:
prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; and conducts records maintenance activities in compliance with guidelines governing record retention.
Researches, compiles, and/or monitors administrative or statistical data pertaining to department operations:
summarizes data, performs routine data analysis, and prepares reports; and conducts research of department files, legal records, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed.
Distributes documentation between department/staff members and internal/external individuals/agencies:
operates fax machine to send/receive documentation; distributes/delivers incoming faxes, subpoenas, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; signs for and delivers incoming packages and delivers; processes outgoing mail; and copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
Types, prepares, proofreads, and/or completes various forms, reports, correspondence, lists, logs, notices, schedules, calendars, attendance records, check requests, purchase orders, requisitions, budget documents, contracts, agreements, statistical reports, incident/accident reports, work order requests, agendas, minutes, motions, ordinances, resolutions, inventory records, charts, graphs, spreadsheets, or other documents.
Processes a variety of documentation associated with department operations within designated timeframes and per established procedures; receives, reviews, records, and/or distributes documentation; logs, tracks, or maintains records regarding department activities; and files, maintains, and stores hardcopy records.
Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; indexes documents; and develops databases and computerized reports.
Operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.
Communicates with supervisor, County officials, other County employees, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Additional Functions:
Performs other related duties as required.
Minimum
Qualifications:
Associate degree in Administrative Services, Office Administration, or related field required; supplemented by three years of responsible secretarial, office administration, customer service, and or record management experience; experience in a municipal government environment is preferred; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Specific License or Certification Required:
Depending on area of assignment, may be required to possess and maintain a valid State of Georgia Notary Public certification.
Specific Knowledge, Skills, or Abilities:
Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all County or departmental policies, practices, and procedures necessary to function effectively in the position.
Performance Aptitudes:
Data Utilization:
Requires the ability to review, classify, categorize, prioritize, and/or analyze data.
Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
Human Interaction:
Requires the ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.
Equipment, Machinery, Tools, and Materials Utilization:
Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude:
Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information, such as time sheets, personnel records, payroll data, department reports, etc.
Mathematical Aptitude:
Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Situational Reasoning:
Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.
ADA Compliance:
Physical Ability:
Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds).
Tasks may involve extended periods of time at a keyboard or work station.
Sensory Requirements:
Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, and visual cues or signals.
Some tasks require the ability to communicate orally.
Environmental Factors:
Essential functions are regularly performed without exposure to adverse environmental conditions.
Henry County is an Equal Opportunity Employer.
In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
The purpose of this classification is to provide administrative and secretarial support to an assigned department director in support of department-wide operations.
Essential functions are similar to those of an Administrative Assistant III, but are characterized by a higher degree of interaction with various officials, and wherein client relations are more sensitive and considered critical to the department.
This is a restricted classification subject to a limited number of positions County-wide.
Essential Functions:
The following duties are normal for this position.
The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.
Other duties may be required and assigned.
Provides secretarial/administrative support to an assigned department director:
relieves director of routine administrative tasks; screens telephone calls, mail, and other communications and initiates appropriate action/response; records dictation; types, composes, types, edits, or proofreads correspondence on behalf of director; records and/or transcribes correspondence, statements, minutes, or other information; and keeps director informed of significant matters, messages, documentation, or other information.
Serves as liaison between the assigned department and other departments/divisions, staff members, County officials, the public, community leaders, outside agencies, or other individuals or organizations:
distributes and receives routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; and circulates documentation to appropriate departments.
Maintains calendar/schedule of activities for the department director:
schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; updates calendar on a regular basis; notifies parties involved of changes; and coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department management or other staff.
Coordinates arrangements for various meetings:
notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; and maintains related records.
Conducts records maintenance activities:
prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; and conducts records maintenance activities in compliance with guidelines governing record retention.
Researches, compiles, and/or monitors administrative or statistical data pertaining to department operations:
summarizes data, performs routine data analysis, and prepares reports; and conducts research of department files, legal records, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed.
Distributes documentation between department/staff members and internal/external individuals/agencies:
operates fax machine to send/receive documentation; distributes/delivers incoming faxes, subpoenas, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; signs for and delivers incoming packages and delivers; processes outgoing mail; and copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
Types, prepares, proofreads, and/or completes various forms, reports, correspondence, lists, logs, notices, schedules, calendars, attendance records, check requests, purchase orders, requisitions, budget documents, contracts, agreements, statistical reports, incident/accident reports, work order requests, agendas, minutes, motions, ordinances, resolutions, inventory records, charts, graphs, spreadsheets, or other documents.
Processes a variety of documentation associated with department operations within designated timeframes and per established procedures; receives, reviews, records, and/or distributes documentation; logs, tracks, or maintains records regarding department activities; and files, maintains, and stores hardcopy records.
Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; indexes documents; and develops databases and computerized reports.
Operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.
Communicates with supervisor, County officials, other County employees, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Additional Functions:
Performs other related duties as required.
Minimum
Qualifications:
Associate degree in Administrative Services, Office Administration, or related field required; supplemented by three years of responsible secretarial, office administration, customer service, and or record management experience; experience in a municipal government environment is preferred; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Specific License or Certification Required:
Depending on area of assignment, may be required to possess and maintain a valid State of Georgia Notary Public certification.
Specific Knowledge, Skills, or Abilities:
Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all County or departmental policies, practices, and procedures necessary to function effectively in the position.
Performance Aptitudes:
Data Utilization:
Requires the ability to review, classify, categorize, prioritize, and/or analyze data.
Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
Human Interaction:
Requires the ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.
Equipment, Machinery, Tools, and Materials Utilization:
Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude:
Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information, such as time sheets, personnel records, payroll data, department reports, etc.
Mathematical Aptitude:
Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Situational Reasoning:
Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.
ADA Compliance:
Physical Ability:
Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds).
Tasks may involve extended periods of time at a keyboard or work station.
Sensory Requirements:
Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, and visual cues or signals.
Some tasks require the ability to communicate orally.
Environmental Factors:
Essential functions are regularly performed without exposure to adverse environmental conditions.
Henry County is an Equal Opportunity Employer.
In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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