Jobs Executive Assistant to County Board of Supervisors

Department
Board of Supervisors

Salary
$25.86 - $32.14/hour

Status
Full-time

Location
Courthouse: 227 South 6th Street, Council Bluffs

Posted
11/12/2020
Apply Online

Summary

Pottawattamie County is announcing the hiring process for Executive Assistant to the County Board of Supevisors.  This is a full-time postion with normal working hours Monday-Friday.

Under general direction from the Board, provide administrative guidance to the Board of Supervisors to ensure compliance with the Code of Iowa.  Manage Board office and serves as the Board's confidential liaison regarding the administration of Board policies and procedures. This position requires a high level of discretion, confidentiality, considerable judgment and independent action.

Essential Functions

Manage the day to day operation of the Board office and communicate regularly with Board members regarding issues affecting the Board. 

Maintain Board calendar, schedule meetings, arrange travel including air fare, hotel, and meeting rooms with the best cost alternative.

Prepare agenda for Board of Supervisor's meetings which includes but is not limited to; manage agenda process for submittals from departments, prepare draft agenda for review, create agenda packet for distribution, post agenda, obtain signatures for filing and processing of final documents.

Maintain Board of Supervisor appointments and assures that Board and Commission appointments, including renewals and vacancies, are addressed in a timely manner.

Ensure Board policies and directions are carried out and keep Board informed on issues affecting the county.

Prepare administrative correspondence and reports, monitor Board response to inquiries and follow up when needed.

Coordinate and monitor contracts of the Board and ensure agenda placement when renewal or updating is needed.

Serve as the Board of Supervisor's liaison with elected officials, department heads, and the general public.  Act as the Board contact person for other governmental entities.

Serve as the public information specialist for the Board as requested.  Oversee dissemination of information.  Maintain or oversee Board presence on county website and social media.

Initiate and participate in research; gather information regarding County administrative issues and provide analysis as well as recommendations to the Board.

Orient new Supervisors and provide administrative services to Board members.

Establish and maintain an accurate file system of official documents, periodicals, reports, forms pending lawsuits, correspondence and minutes which may be of a confidential or politically sensitive nature. 

Provide direction and supervision to support staff within the Board office.

Regular, reliable attendance at work reporting location is required.

Assist the State Auditor in obtaining necessary documentation for County audit.

Perform other duties as directed or as the situation dictates.

Essential Knowledge, Experience, and Ability

Knowledge of office management policies and procedures including filing systems.

Knowledge of basic and routine legal procedures and principles.

Excellent written and verbal skills with impeccable grammar and punctuation.

Knowledge of basic bookkeeping and accounting principles.

Skill in the use of computers.  Must be proficient in the Microsoft Office suite, including word, excel, power point, outlook including outlook and google calendar.  Ability to learn county software programs and keep up to date with changing technology. . 

Strong organization skills with keen eye for detail.

Strong interpersonal skills to interact with all levels of personnel, developing relationships proactively.

Ability to follow complex oral and written instructions.   

Ability to handle multiple tasks and changing priorities while managing high degree of accuracy.

Ability to maintain confidentiality and security of information.

Ability to provide customer service that is professional, courteous and responsive.

Ability to handle moderate to high levels of stress, manage multiple deadlines and solve problems appropriate to the position.  Must be resourceful and intuitive.

Ability to work independently on projects and exercise independent judgment to make administrative decisions..

Ability to operate common office equipment such as photocopiers, multi-line telephone, postage machines, fax, calculators and typewriter.

Have clarity of speech and hearing which permits effective communication.

Have sufficient vision which permits moderate production and review of a wide variety of materials both in electronic and hardcopy formats.

Have sufficient manual dexterity to make handwritten notations and which permits moderate use of a keyboard and mouse.

Stand, sit, squat, stoop, kneel, bend, twist, crouch, climb, reach, reach over head, and use a step stool as needed in the performance of job functions.

Ability to frequently lift and/or move office equipment and supplies weighing up to 10 pounds.  Ability to occasionally lift and carry plat books weighing up to 35 pounds.

Have sufficient personal mobility to complete work at various locations throughout the courthouse campus.

Ability to work a flexible schedule, evenings and additional time if needed.

Essential Education, Certification, and/or Licenses

Bachelor's degree in public Administration, business or related field and five (5) years of professional administrative experience  is required or any equivalent  combination of experience and training that will have provided the required knowledge, skills and abilities.

Government experience is preferred.

For me, it is the satisfaction of helping the community, and providing service both here and in Eastern Pottawattamie County at the Avoca Courthouse.

Lea, Treasurer
Treasurer
43 Years with Pottawattamie County