BUDGET & FINANCE DEPARTMENT – EXECUTIVE ASSISTANT

Minimum Qualifications
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.

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

Certificates and Licenses Required (Depending on area of assignment):
May require 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.
Typical Duties
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;

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 is current 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; maintains and tracks office supplies;

Stays abreast of new trends and innovations in the field;

Commits self to providing excellent customer service and demonstrate commitment through cooperative team and individual efforts; and

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.

Depending on area assigned:
Schedules trials and pre-trials, conferences and meetings; develops agendas; records and produces meeting minutes;

Performs special projects;

Manages 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;

Prepares media advisories;

Prepares and submits agenda items;

Recommends actions to be taken on CIP request.

Other Important Duties*
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.

Job Summary
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.
Additional Information
Organizational Relationships
Reports to: Elected Official, Chief Deputy, or Office Admin. /Support Manager

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