Position: Executive Assistant Board of County Commissioners

Hours:8:00 a.m. - 4:30 p.m., M-F COMOT(Computer, Office Machine Operation, Technician) STATUS: Full-time FLSA STATUS: Non-exempt

Description:

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. St. Joseph County provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause undue hardship. Incumbent serves as Executive Assistant for the Board of County Commissioners, responsible for preparing and distributing agendas for meetings, providing administrative support, and assisting the public.

DUTIES:

Answers telephones and greets office visitors including taking messages, responding to inquiries, and routing callers to appropriate personnel. Assists the public, various departments, employees, and others with information as requested. Maintains calendars for Commissioners, including scheduling appointments, contacting appropriate individuals, and providing pertinent materials from files or correspondence. Attends WEEKLY Board of County Commissioners meetings. Prepares meeting agendas, copying distributing, and posting as required. Emails copies to various departments. Copies pertinent documents before and after meeting and notifies news media of any changes. Receives requests from County departments for additional appropriations, fund transfers, trip expense allowance, temporary road closings, or other request for public hearings at Commissioners weekly meetings. Obtains approval by Commissioners for items to be placed on agenda. Oversees requests and procures awards for Employee of the Month, Citizen of the Month, Youth of the Month, and Business of the Month. Oversee Just FOIA/APRA Requests submitting paper copies into the system and appropriating requests to proper departments and routing to lawyers when completed. Draft Press Releases for Commissioners. Assist Council and Commissioners with keeping ARP and Capital planning requests organized. Collecting County department reports for the State of County Report. Performs accounts payable and accounts receivable bookkeeping for Commissioners and others as requested including maintaining and balancing ledgers. Prepares billing statements for various agencies for reimbursement to Commissioners. Oversees use of County Commissioners Credit Card. Posts media videos of Board of Commissioner meetings and others as requested on YouTube to upload to the County Website for Public viewing. Processes Township Trustee appeals and prepares Commissioner orders as necessary. Schedules reservations from County departments and the City of South Bend for use of County Councils chamber, Commissioners conference room, and lobby. Accepts requests from public to use county facilities and get commissioners approval. Notifies news media of meeting times, locations, executive sessions, cancelations, and changes. Post meeting information as required by State law including post on sjcindiana.com website. Maintains records relating to Board of County Commissioners appointments to various commissions, committees, and boards. Maintains records of ordinances and resolutions. Reports telephone problems to appropriate service provider while working with IT. Assists County Attorney and Deputy Attorneys with research, letters, telephone calls, and copying documents. Completes special projects as assigned by Commissioners. Performs related duties as assigned.

I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:

High school diploma or GED. Working knowledge of standard office procedures, spreadsheet/database software, word processing software, and various other computer program used by the Department, with ability to apply such knowledge to a variety of interrelated processes, tasks, and operations. Ability to type with speed and accuracy and working knowledge of standard English grammar, spelling, and punctuation with ability to prepare detailed written reports, and maintain complete and accurate files. Ability to properly operate standard office equipment, such as computer, keyboard, calculator, transcriber, copy machine, telephone, typewriter, and fax machine. Ability to provide public access to or maintain confidentiality of Department information and records according to State requirements. Ability to meet all Department hiring and retention requirements, and ability to comply with all employer and Department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct. Ability to effectively communicate orally and in writing with co-workers, other County departments, elected officials, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities. Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons. Ability to work on several tasks at the same time and work rapidly for long periods, occasionally under time pressure. Ability to understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written form. Ability to work alone with minimum supervision and with others in a team environment. Ability to occasionally work extended hours.

II. RESPONSIBILITY:

Incumbents assignments are guided by definite objectives using a variety to methods or procedures, with priorities determined by supervisors and service needs of the public. Errors in incumbents work are reviewed primarily for adherence to instructions/guidelines and are detected through standard supervisory review and notification from other departments, agencies, and/or the public. Undetected errors may result in work delays and inconvenience in other departments.

III. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains communication with co-workers, other County departments, elected officials, and the public for the purposes of establishing cooperative work relationships and exchanging information. Incumbent reports directly to the Board of County Commissioners.

IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs a majority of duties in a standard office environment, involving sitting for long periods, sitting/walking at will, keyboarding, lifting/carrying objects weighing under 25 pounds, close vision, speaking clearly, and hearing sounds/communication. Incumbent periodically works extended hours.

APPLICANT/EMPLOYEE ACKNOWLEDGMENT

The job description for the position of Administrative Assistant for the St. Joseph County Board of County Commissioners Department describes the duties and responsibilities for employment in this position. I acknowledge that I have received this job description and understand that it is not a contract of employment. I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.

Is there anything that would keep you from meeting the job duties and requirements as outlined? Yes No

Applicant/Employee Signature Print or Type name Date Administrative Assistant Board of County Commissioners Factors:

Status: Full-time FLSA Status: Non-Exempt