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Executive Assistant

4 months ago

Chicago, United States Cook County Sheriff’s Office Full time

**Executive Assistant**

**Requisition ID**:00134435**

**Organization**: Sheriff's Department

**Job Posting**: Jun 10, 2024, 2:08:14 PM **Closing Date**: Ongoing

Full-time A.M. P.M.

**Posting Salary**: $56,508 - $65,586 annual

**Cook County**

**Sheriff**

**Job Code**:XXXX

**Job Title**: Executive Assistant

**Salary Grade**: 16

**Department**:Various departments and locations available

**Bargaining Unit**:Not Applicable

**FLSA Status**:Exempt

**Probation Period**:12 months

**Direct Appointment**

**_ Characteristics of the Position_**

**General Overview**

Functions as a technical administrative or other informed advisor and assistant to a department or division head, or other managers in matters requiring an extensive knowledge of the rules, regulations, objectives, and protocols of the department. Acts as a personal representative or liaison on behalf of the executive or agency to bridge issues of common concern between professional staff, management and support operations, assumes primary supervisory responsibility for or oversight of select programs, functions, task, personnel and projects as directed; is privy to confidential records; assists in the formulation and interpretation of policy; sets procedures; manages executive itineraries and agendas; investigates operational problems; recommends appropriate course of action to resolve problems and conflicts.

Performs a variety of coordinated and specialized tasks to provide logístical, administrative, and office management support. Works closely with multiple supervisors to accomplish multiple time-dependent tasks and assignments concurrently in an organized and efficient manner that includes independent follow-up on unresolved business within the scope of the position. Is privy to sensitive and confidential information necessary to support senior command staff and their designees. General support of all Department members contacting the offices of senior command staff for guidance, support, and information.

**Key Responsibilities and Duties**

Keep official records; prepares memorandums outlining and explaining administrative procedures and policies. Directs preparation of records such as notices, minutes, and resolutions for meetings. Acts as custodian of documents and records; directs preparation and filing of documents.

Provide information and assistance to public on agency programs and procedures; advises individuals of procedures for obtaining benefits or fulfilling obligations by explaining regulations, policies, and activities of the agency.

Evaluate office production, revises procedures or devises new forms to improve efficiency or workflow.

Establish uniform correspondence procedures and practices. Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.

Create, develop, and maintain databases as needed for tracking purposes.

Assist in the preparation of agendas and acts as general assistant for meetings; prepare materials, prepare presentation slides, presenter notes and handouts.

Maintain office reference materials, such as administrative manuals, bulletins, etc.

Coordinate general activities in the office, including arranging for equipment and facilities maintenance.

Review clerical and personnel records to insure completeness, accuracy, and timeliness.

Prepare activities report for guidance of management.

Provides exceptional customer service, also responsible for greeting and directing employees, visitors, and vendors.

Determine and develop annual goals and objectives, and monitor progress towards those goals.

Accountable for project deadlines and successful completion of projects.

Responsible for monitoring performance measures and reporting the performance status to the supervisor.

In coordination with the other staff, research, draft, discuss, implement, and enforce the Sheriff’s policies and procedures.

Develops and maintains confidential reports as requested by the department head.

Perform all other duties as assigned.

**Knowledge, Skills, and Abilities**

Competency in performing highly specialized administrative work independently including the composition of letters, memoranda, and reports.

Skill in planning, developing, and completing complex assignments with mínimal direction.

Accurate judgment in making decision, reorganizing established precedents and in meeting new problems.

Thorough working knowledge of or ability to grasp and utilize the policies, protocols, systems, procedures, and technical vernacular of the agency, department, and County, as they are applicable to assigned duties and responsibilities quickly and effectively.

Ability to effectively participate in staff meetings or other forums aimed at developing constructive ideas, observations, and insights.

Skill and ability to effectively perform and direct any or all-clerical, secretarial, and administrative tasks within the jurisdiction or area of authority designated.

A high