8838 - Executive Assistant (Board of Commissioners)

Jackson County Employment Opportunity!

If you are interested in working at the hub of Jackson County government, then providing support in the Board of Commissioners’ and County Administrator’s Office is right where you want to be. We are looking for a professional individual with a strong work ethic, extraordinary attention to detail, and the ability to multi-task in a busy office.

The successful candidate will become a member of a dynamic support staff team that includes three full-time Executive Assistants and one part-time Executive Assistant. We are looking for you to join this team!

Jackson County strives to recruit, hire and retain the best employees!

• Have excellent communication skills on the phone, in-person, and in writing.
• Be adept at providing exceptional customer service.
• Excel at working as part of a team.
• Possess strong time management skills.
• Submit transcripts, if using college education to meet educational minimum requirements.
• Pass a criminal background check prior to hire.
• Submit an acceptable DMV certified court print prior to hire. Click on the following link to review Jackson County's requirements for an acceptable driving record.
• Pass a pre-employment drug screen, which includes screening for Marijuana. Click on the link to review Jackson County's Drug-Free Workplace Policy.
• The is a non-represented position. (Management/Confidential)

I. Position Summary

Provides administrative support to the County Administrator and Board of Commissioner Offices including assisting the public and other County staff, managing contracts, overseeing document compliance, providing sensitive and highly confidential support, and handling highly sensitive material.

II. Examples of Essential Position Duties (The following duties represent some of the principal job duties; however, they are not all-inclusive. Other duties may be required or assigned.)

• Serves as the primary contact person and key liaison between the Commissioners or the County Administrator, County staff, outside agencies, news media, and the public; screens incoming calls, mail, and visitors, prioritizing relative importance of each; interprets policy, provides information and solutions to complex inquiries and/or complaints within the scope of knowledge and authority.
• Manages all County contracts ensuring accuracy; tracks and proofs documents; provides guidance on procedures.
• Independently researches, collects, analyzes, and interprets statistical and other data from varied sources; prepares written and summary reports and makes recommendations regarding their feasibility based on studies, surveys, and analyses.
• Provides support to major boards and commissions; arranges meetings; ensures compliance with quorums; drafts and prepares agendas, orders, resolutions, and other supporting materials; takes and transcribes minutes and prepares reports; conducts follow-up assignments as necessary, including project research.
• Independently prepares correspondence, files reports, and other written documentation; determines layout, formats, and other related details; may prepare, review and/or process legal documents such as public notices, contracts, agreements, resolutions, and petitions.
• Provides support to the Risk Management program including DMV tracking and notification, claims tracking and processing/approving special event permits.
• Provides support to the Emergency Management program including monitoring and assisting in exercises.
• May act as a lead.
• Works with all County departments, maintaining a high level of confidentiality.
• Adheres to regulatory requirements, collective bargaining agreements, County and departmental policies and procedures, required trainings, as well as safe work practices.
• Develops and maintains effective internal and external working relationships at all levels.
• Has regular and reliable attendance. Overtime, as well as occasional weekend or evening work, may be required.

III. Minimum Requirements (Performance of the essential duties of this position includes the following requirements, physical demands and/or working conditions)

Education and Experience

• High school diploma AND five years of progressively responsible office administrative experience; OR
• Any combination of education and experience which provides the applicant with the desired skills, knowledge, and ability required to perform the job.

License, Certificate or Other

Requires possession of a valid driver’s license and an acceptable driving record. Must be a notary public in Oregon within six months from the date of hire.

IV. Other Requirements

Knowledge, Skills and Abilities

• Comprehensive knowledge of and ability to interpret and explain the functions, policies, and procedures of the County Administrator and Board of Commissioner Offices and general knowledge of County wide functions and procedures.
• Thorough knowledge of administrative practices, procedures, and related equipment.
• Thorough knowledge of and ability to use business English, including composition, spelling, grammar, punctuation, and letter format.
• Knowledge of principles and practices of office management, work organization, and office systems.
• Knowledge of principles and practices of research methods and techniques.
• Knowledge of bookkeeping and budgeting practices.
• Knowledge of basic data processing principles and accounting applications.
• Knowledge of basic math, including the ability to add, subtract, multiply, and divide accurately.
• Skill in operating standard office equipment such as typewriter, computer, calculator, and photocopier; and electronic devices such as tablets and cell phones.
• Excellent oral communications skills to explain policies, regulations, and procedures, and to deal with other employees, agencies, and the general public using courtesy, tact, and good judgement.
• Ability to conduct research studies, including the collection, organization, analysis, and development of administrative recommendations.
• Ability to interpret and apply County/department policies and procedures and legal requirements.
• Ability to plan, organize, schedule, and coordinate operations.
• Ability to develop, organize, and oversee projects.
• Ability to work independently, prioritizing tasks to meet deadlines while maintaining accuracy and attention to detail.
• Ability to analyze and make decisions and judgements.
• Ability to prepare effective written reports, correspondence, memoranda, policies, and other written documents.
• Ability to interpret and explain documents, policies, and regulations.
• Ability to establish and maintain filing and record keeping systems.
• Ability to maintain the confidentiality of sensitive and confidential materials.
• Ability to develop and maintain effective working relationships with other staff, public officials, the general public, and representatives of other agencies.

Physical Demands (Performance of the essential duties of this position includes the following physical demands)

Typically requires climbing, stooping, kneeling, crouching, reaching, standing, walking, sitting, lifting, fingering, grasping, talking, hearing, seeing, and repetitive motions. Requires exerting up to 20 pounds frequently, 50 pounds occasionally, of force to move objects. Minimum physical effort is required. Requires driving.

Working Conditions (Performance of the essential duties of this position includes the following working conditions)

Work is generally performed in an office environment and may include exposure to disruptive people.

V. Additional Information

This classification description is not intended to be an exhaustive list of duties, knowledge, skills, abilities, or requirements, as any one position in this classification may be assigned some or all of these duties, in addition to other duties not explicitly listed here. The various duties, responsibilities and/or assignments of this position may be unevenly balanced and change from time to time based upon matters such as, but not limited to, variations in the shift, work demands, seasons, service levels and management’s decisions on how to best allocate department resources. Any shift, emphasis or rebalancing of these assigned duties, responsibilities and/or assignments does not constitute a change in the job classification. The County shall schedule employees and determine FTE consistent with its determination as to efficiency of operations, financial advantages to the County, and/or effective service to the public

ADA and Equal Opportunity Employer

In accordance with the requirements of the Americans with Disabilities Act of 1990 (ADA) and its amendments, Jackson County does not discriminate on the basis of disability in its hiring or employment practices. A person who requires an accommodation for any part of the recruitment process should contact the Human Resources Office, Attn. ADA Coordinator, at (541) 774-6036 or by TTY/TDD 711 or (800) 735-2900 as far in advance as possible but no later than 48 hours before the scheduled need.

Jackson County is an equal opportunity employer and does not discriminate on the basis of race, religion, color, sex, age, national origin or disability. For a copy of Jackson County's Equal Employment Opportunity Plan, visit our web site at www.jacksoncountyor.gov or call 541-774-6036.

Because of the Immigration Reform Act of 1986, persons hired by the County must be able to present acceptable documents verifying identity and authorization to work in the United States.