Job Opening: Senior Administrative Specialist
Department: Executive Director's Office
Opening Date: February 27, 2024
Salary: $41,806.00 / Annually
Scheduled Hours: 8:30 am to 4:30pm Monday - Friday
The Senior Administrative Specialist is responsible for providing high level executive support to the Executive Director and Deputy Executive Director in a professional manner to ensure efficiency and effectiveness within the department and across the entire County enterprise.
Perform and facilitate a wide variety of complex and confidential executive support to the Executive Director and Deputy Executive Director, such as typing reports and memos, maintaining computer-based and paper files, scheduling appointments, answering office inquiries, routing invoices and purchase orders, creating reports, updating and maintaining databases and information.
Answer and screen telephone calls for the Executive Director and Deputy Executive Director.
Read and analyze incoming mail and reports to determine significance and distribution. Prioritize and make recommendations for action to the Executive Director and Deputy Executive Director.
Compose and type correspondence on behalf of the Executive Director and Deputy Executive Director.
Prepare outgoing mail and correspondence, including Email and faxes.
Represent the executive office at meetings and conferences as directed, including managing attendees’ minutes, agendas, and logistics for meetings, sending reminders to follow up on outstanding items, and taking organized notes.
Provide excellent customer service to internal and external customers. Assist in preparing communication vehicles, such as newsletters, web articles and photo releases.
Type minutes for various meetings as requested.
Provide assistance for internal and external public relations events.
Provide customer service to internal and external constituencies.
Organize and maintain the Executive Director and Deputy Director file system.
File correspondence and other records.
Coordinate schedule, make appointments, and maintain calendar.
Make all travel arrangements.
Prepare reimbursement reports.
Conduct research, and compile and type statistical reports.
Lead, maintain, and report on special projects assigned by the Executive Director.
Serve as liaison for the Executive Director and Deputy Executive Director among departments.
Perform other duties, tasks and special projects, as required (e.g., attend meetings, create reports, etc.).
Associate’s degree from an accredited college or university, or equivalent combination of education and experience.
Four years of executive assistant experience.
Advanced typing skills (minimum of 60 wpm).
Advanced skill to use a personal computer and various software packages.
General understanding of human resource guidelines.
Ability to maintain confidential information and handle confidential matters.
Knowledge and skill with modern office equipment (fax, copier, calculator, etc.).
Excellent verbal and written communication skills.
Strong grammar and spelling skills.
Self-starter with the ability to work independently and proceed with objectives without supervision and with little instruction.
Must be a team player with strong interpersonal skills who can work both independently and collaboratively.
Consistently demonstrates sound judgment.
Contributes to a positive work environment.
Ability to handle frequent interruptions while maintaining composure and professionalism.
Must be able to handle multiple critical tasks simultaneously and carry tasks to completion.
Ability to interface effectively with all levels of county management.
Bachelor’s degree from an accredited college or university in Business Administration or equivalent.
At least four years of progressive administrative experience with a department head or CEO.
Excellent time management and organizational skills.
Ability to establish priorities.
Customer service experience or skills.
Ability to handle and resolve recurring problems.
Able to use common sense understanding to carry out written or verbal instructions.
Accurate and detail oriented.
Excellent interpersonal skills.
Advanced organizational skills.
Willingness to learn new tasks.
Flexibility.
Strong time management skills.
To perform this job successfully, an individual should have:
Intermediate to Advanced Word skills
Intermediate to Advanced Excel skills
Intermediate to Advanced PowerPoint skills
Advanced Microsoft Outlook skills (Email and Calendar)
Intermediate Access skills
Intermediate to advanced knowledge and skill in using the Internet for research purposes.
While performing the duties of this position, the employee is frequently required to sit, walk and talk or hear. Occasionally, the employee will need to stand and climb stairs; reach above shoulder height; and kneel, stoop, crouch or squat. On rare occasions, the employee will need to lift or carry items. There are no specific vision requirements listed for this position.
The noise level in the work environment is usually quiet to moderate.
Will work inside in a controlled environment 100% of the time.
Ability to work extended hours as necessary.
Confidentiality is crucial to this position.
This position requires professionalism.
To apply, please fill out our online application form.