Executive Assistant DEI Office

2 weeks ago

Mason, United States Ingham County, MI Full time

Under the direction of the DEI Director and Community Corrections Manager, provides a variety of administrative support to the DEI Office and Community Corrections as directed. With a customer service focus, schedules meetings and training sessions, gathers materials, types correspondence, resolutions, maintains confidential information.  Assists with ensuring appropriate actions and deadlines are met.  Coordinates public relations functions of the DEI Office, and serves as liaison between the DEI Office and the general public, other agencies, elected officials, Board of Commissioners, and County Department Heads.   Assists with the Racial Equity Taskforce, Health in all Policies Committee, Safe Space Advocates, Equal Opportunity Committee and Community Corrections Advisory Board with general secretarial and administrative support.

1.    Provides a variety of secretarial and administrative support services including typing letters, reports and other documents, answering telephone calls, scheduling appointments, and preparing and maintaining files; including confidential information and attends meetings as required.

2.    Prepares and organizes agendas, takes and transcribes minutes for various meetings including Racial Equity Taskforce, Health in all Policies, Equal Opportunity Committee, Community Corrections Advisory Board and other groups as assigned.  Assembles, copies and distributes meeting support documents.

3.    Provides remote access equipment, meeting software and room set up for various meetings in the community that require a remote option for attendees.

4.    Monitors Departments expenditures, tracks in-coming and outgoing payments, maintains budget records and acts as procurement card site coordinator for the DEI Office and Community Corrections.

5.    Composes correspondence, drafts resolutions, documents, and reports for the Department Head's review and signature.

6.    Uses a variety of software programs to provide administrative support including typing, data entry, proofreading, filing, copying, scanning, faxing, processing incoming mail, distributing outgoing mail and other clerical functions.  Composes correspondence, documents and reports for the Department Head's review and signature.

7.    Monitors contracts and prepares payments associated with contracts, includes viewing invoice amounts as they relate to scope of service, and ensuring that invoice charges do not exceed allotted amounts.  Prepares grant applications, mailings and invoices for payment as it relates to contracts.

8.    Answers telephone and routes calls to appropriate individuals, receives and screens visitors.  Assists in researching issues by calling other offices within the County, and collecting and compiling information.

9.    Sources, creates and publishes content on all social media platforms, including Facebook, Twitter, and Instagram, to grow an audience, build community awareness, boost outreach and visibility.

10.    Manages event planning by researching, organizing, tracking, and coordinating representation with vendors, venues and contract procurement for various community events. Meets the budget and deadline demands and specific requirements for logistics.

11.    Demonstrates the ability to communicate effectively in the areas of cultural competency, multiculturalism and diverse communication styles.

12.    Prepares biweekly payroll and enter personnel action requests including; new hires, terminations, retirements, promotions, and transfers.

13.    The ability to multi-task and manage interruptions while meeting multiple deadlines is required.

Other Functions:

* Performs other duties as assigned.
* Must adhere to departmental standards in regard to confidentiality and other privacy issues.

 

(An employee in this position may be called upon to do any or all of the above tasks. These examples do not include all of the tasks which the employee may be expected to perform.)

Education:  A minimum of a high school diploma or equivalent with some college-level course work in Secretarial Skills, Business, Data Processing or a related field is required

 

Experience:  Two years of related administrative experience

Other Requirements:  

 

 

(The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description.  The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria)              

Working Conditions: 

This position works in an indoor environment.  There is no planned exposure to prominent lights, noises, odors, temperatures or weather conditions.    

This position is required to travel for meetings and appointments. 

Physical Requirements: 

* This position requires the ability to sit, stand, walk, traverse, climb, balance, twist, bend, stoop/crouch, squat, kneel, crawl, lift, carry, push, pull, reach, grasp, handle, pinch, type, endure repetitive movements of the wrists, hands or fingers.  
* This position's physical requirements require little to no stamina in crawling and pinching.
* This position's physical requirements require periodic stamina in climbing, balancing, twisting, stooping/crouching, squatting, kneeling, pushing, pulling, reaching, grasping, and handling.
* This position's physical requirements require regular stamina in walking, traversing, lifting, and carrying.
* This position's physical requirements require continuous stamina in sitting, typing and enduring repetitive movements of the wrists, hands or fingers.
* This position performs sedentary work requiring a negligible amount of effort in the physical requirements above.  
* This position primarily requires close visual acuity to perform tasks within arm's reach such as: viewing a computer screen, using measurement devices, inspecting and assembling parts, etc.  
* This position requires the ability to communicate and respond to inquiries both in person and over the phone.
* This position requires the ability to operate a PC/laptop and to enter & retrieve information from a computer.
* This position requires the ability to handle varying and often high levels of stress.

 

(This job requires the ability to perform the essential functions contained in this description.  These include, but are not limited to, the requirements listed above. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.)

 

 

                              

 

March 2022

MCF 5

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