Job Description

This professional, executive administrative role provides high-level support to ensure the smooth and efficient operation of the Procurement Office. The position involves managing complex administrative tasks, including research, project coordination, and priority management, as well as preparing statistical reports and responding to information requests. Reports to the Director or their designee. Works closely with the Deputy Director, team members, and department leadership. This role requires a high level of professionalism, discretion, and maturity, particularly in handling confidential information and sensitive client relations, which are critical to the office’s operations.

KEY RESPONSIBILITIES AND PERFORMANCE STANDARDS:

• Aids the Director is day-to-day activities. Respond to inquiries in person, via telephone, or email, and direct departments to the appropriate personnel; create, proofread, edit, and format a variety of documents, spreadsheets, reports, and presentations with accuracy; disseminate information accurately by reading, researching, and routing correspondence appropriately; obtain documents to independently distribute, prioritize, and organize for the Director; perform special projects and other duties as assigned.
• Manage the director’s calendar by coordinating and scheduling meetings; prepare registration and travel arrangements in a timely manner; process travel reimbursements and other related documents. Maintain regular contact with the Director, Deputy Director and other staff members to keep them informed of situations and issues.
• Oversee the front office, welcome guests, customers, and public in a very courteous and professional manner by greeting them in person or on the telephone; answering or directing inquiries; providing information to callers; coordinating office communication by relaying messages to staff and disseminating information to staff.
• Assist, or directs assistance, Director with preparation for Commission Meetings; assist reports, researching and providing information for various purposes to include departmental activities, programs, functions and/or events..
• Assist with office personnel and budget preparation. Maintain records of vacation and sick leave for the director’s staff within the ADP timekeeping system. Responsible for smooth operation of Department Meetings.
• Assist with project management, research and stakeholder interaction.
• Provide historical reference by developing and aiding the utilization of filing and retrieval systems; recording meeting discussions and maintaining a thorough knowledge of government operations.
• May assist with the preparation of County Credit Cards, SAMs Cards, and all monitoring activities.
• Performs other duties assigned by the Director and/or other office leadership.

Position Specific Responsibilities Include

• Supervise other administrative staff in the Procurement’s Office.
• Relieve the Director, Deputy Director or other staff of administrative type functions by performing administrative work of a complex nature.
• Record and prepare routine and/or advanced correspondence including letters, memoranda, executive-level meeting agenda and meeting minutes.

Qualifications

Education: Preferred bachelor’s degree in business, accounting, public administration, or associate’s degree with a combination of experience in a related field, or the ability to achieve a degree or certification within 24 months.

Experience: Five (5) years of complex administrative experience as an executive assistant, administrative services secretary, or office manager to executive level management, or any combination of college and direct public experience.

Preferred: Experience in a municipal government environment. Preference shown to experience in public procurement.

Knowledge/Skills/Abilities:

• Excellent calendar management skills, including the coordination of complex executive meetings
• Administrative writing skills, reporting skills, supply management, scheduling, organization, time management, travel logistics, verbal communication. Strong organizational, administrative, communication and problem-solving skills.
• Ability to maintain director’s confidence and protect operations by keeping confidential.
• Experience assisting management with the creation of presentations.
• Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook.
• Demonstrated ability to successfully create and/or modify processes.
• Demonstrated ability to schedule travel arrangements for management.
• Substantial knowledge of government operations and day-to-day activities.
• Excellent communication skills both written and oral.
• Strong interpersonal skills.

OTHER:

• This position require staff call up in an emergency situation.
• Travel from office to other locations is required for this position.
• Travel percentage is less than 50%.

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: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Verbal: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Math: 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.
• Functional Reasoning: Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.
• 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.
• Physical Abilities: 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 workstation.
• Sensory Requirements: Some tasks require the ability to communicate orally.
• Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

FINANCIAL RESPONSIBILITY:

• This position is involved in a budgetary or financial approval responsibility.

TRAINING & SUPERVISORY RESPONSIBILITY:

• Two to five staff.

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The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.

Salary

48,554.00