Senior Executive Assistant

2 weeks ago

Olathe, United States Johnson County (KS) Full time

Overview

A career with Johnson County Government is more than just a job, it is an opportunity to serve a diverse and expanding community in meaningful ways. We challenge ourselves to be a different kind of government because we care deeply about our community and each other. Committed to our shared values, we provide excellent public service, seeking always to improve ourselves and our organization. We offer wonderful benefits, retirement plans, wellness incentives, a great organizational culture, and much more If you're searching for something more than just a job, something akin to a calling, then consider the challenge and opportunity of being a member of Johnson County Government

Job Description

The Johnson County's County Manager's Office has a full-time open position for a Senior Executive Assistant (Administrative Support IV). This position will remain posted until filled. The job duties include:

* Manages County Executive Calendars (County Management and County Commissioners) which may require negotiating time and place; researches and negotiates with hotels for best logistical arrangements for rooms; makes complex scheduling arrangements involving multiple parties; independently composes original correspondence for senior management's review and signature.
* Performs several administrative functions, including tasks to support department/agency leadership and governing boards (e.g., records management, reception); analyzes short-term administrative needs; develops filing systems, internal mailing processes, and procedures; prepares non-routine correspondence; oversees and/or resolves non-routine situations based on knowledge and interpretation of established policies and procedures.
* Uses spreadsheets or databases to interpret and organize resource information; completes and verifies data entry, provides customized reports to others in the work unit; recommends changes to department/agency administrative policies, procedures, and methods; reviews and approves disbursement forms.
* Monitors, approves and authorizes internal and external accounts through County systems and resolves discrepancies; reviews and reconciles status reports; resolves problems by researching and reviewing issues; performs petty cash custodial duties.
* Creates and maintains databases; generates unique reports; creates complex spreadsheets; diagnoses and resolves simple software/hardware problems; designs and lays out publications using specialized applications.
* Constituent Relations: Respond to constituent inquiries through email and on the phone by maintaining a working knowledge of departments and services. Work closely with the County call center to ensure consistent responses to constituents. Provide them regular updates on common questions and answers. Send complex requests along to the appropriate analyst, manager, or department. Track and verify that responses have occurred and follow-up on outstanding requests. Ensure communications to Commissioners are received and responded to as appropriate. Ensure coverage of the front desk during team and staff meetings.
* Executive Support: Provide Executive Assistant support for County Executives (County Management and County Commissioners), including management of calendars, maintenance of agendas, preparation of presentations, coordination with Managers direct reports for various meetings, presentations and documents. This also includes overall administrative support to the County Manager's Office.

Job Requirements

High school diploma or equivalent and three years of administrative support are required.

Executive-level administrative support, experience handling confidential and sensitive documents and information, and an Associate's degree in Business Administration or relevant fields are preferred.

Experience can substitute for education. Education can substitute for experience.

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