EXECUTIVE ASSISTANT TO THE COUNTY ADMINSTRATOR

Responsible for performing a variety of clerical, administrative, and technology-supported support duties for the County Administrator. Provides operational coordination, digital records support, and communication management while assisting with assigned projects independently. The position also provides administrative and logistical support to the Clerk to the Board of Supervisors as needed to ensure efficient coordination between County Administration and the Board.

ESSENTIAL JOB FUNCTIONS

Serves as first line of communication to County Administrator
a. Greets visitors and provides assistance to internal and external stakeholders
b. Answers telephone calls and provides information or direction as appropriate
c. Refers callers to appropriate staff and/or takes detailed messages for follow-up
d. Prioritizes callers and requests for assistance based on urgency and importance
e. Notifies administrator of issues, visitors, or matters requiring immediate attention
f. Monitors and assists with routing electronic communications including emails and meeting requests
g. Maintains professionalism and confidentiality when handling sensitive or high-level communications

Performs a wide variety of administrative support duties for the County Administrator
a. Prepares, updates and maintains the County Administrator’s calendar using digital scheduling systems
b. Coordinates meetings and arrangements such as reserving meeting space, travel, technology needs, and virtual meeting platforms
c. Prepares correspondence, memoranda, reports, presentations, and other administrative documents
d. Assists with preparation of materials for meetings, briefings, and internal coordination
e. Creates and maintains electronic and physical filing systems for efficient information retrieval and records management
f. Copies, faxes, emails, scans to computer files, and manages digital document storage and organization
g. Collects and returns documents requiring County Administrator signature, including electronic routing and tracking of documents
h. Maintains administrative records, reports, and tracking systems related to County Administration activities
i. Assists with monitoring deadlines, projects, and administrative tasks to support efficient office operations
j. Supports coordination of internal communications between County Administration and departments

Coordinates appointments to the Boards and Committees, creates and maintains roster for each, publishes vacancy notices, prepares notices based on Board decision, notifies members of terms ending, appointments, and resignations, and maintains digital records of board and committee membership and appointment tracking.

Manages the usage of grant program, eCivis, provides and coordinates training, distributes grant information to departments and other agencies, promotes use of grant opportunities, assists departments with accessing grant resources, and helps track grant opportunities and submissions.

Manages programs including Citizens Advisory Boards and Committees, licensing of dog kennels and dealerships, and maintains associated records, documentation, and administrative coordination.

Maintains status as a Notary Public

NON-ESSENTIAL JOB FUNCTIONS

• Provides general assistance to County departments and Clerk to the Board of Supervisors as needed
• Performs related duties as required

Education and Experience:
Education and experience equivalent to a high school diploma supplemented with 2 years of clerical/administrative support. Previous employment in a government setting is preferred.

Special Qualifications:
Must possess satisfactory results of a criminal history background check.

Knowledge, Skills, and Abilities:

• Ability to work independently while managing multiple priorities and deadlines in a fast-paced administrative environment

• Strong organizational skills with the ability to create, maintain, and manage accurate records and documentation using electronic and physical filing systems

• Proficiency with office productivity software, electronic calendaring systems, document management systems, and digital communication tools

• Ability to operate standard office equipment including multi-function copiers, scanners, printers, and related office technology

• Excellent interpersonal and communication skills with the ability to work collaboratively with staff, leadership, elected officials, and the public

• Ability to maintain confidentiality and exercise sound judgment when handling sensitive or privileged information

• Ability to explain policies and procedures clearly while providing a high level of customer service to internal and external stakeholders

PHYSICAL DEMANDS

This position classifies the physical exertion requirements as light. Must be able to lift 5-10 pounds. Must be able to operate office and computer equipment; may involve extended periods of time at a keyboard or workstation. Must be able to communicate orally and perceive and discriminate colors or shades of color. Requires the ability to perceive and discriminate sounds.

WORK ENVIRONMENT

Essential functions are regularly performed in an office setting.

Disclaimer

The above information in this description has been designed to indicate the general nature and level of work performance by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications as required of employees assigned to this job. In compliance with the Americans with Disabilities Act, Culpeper County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

General Sign-off: The employee is expected to adhere to all County policies and to act as a role model in the adherence to the policies.