Executive Assistant - Jefferson County

Job Details

Job Location

Jefferson County - Watertown, NY

Salary Range

$20.45 - $23.31 Hourly

Description

Position Type/Expected Hours Of Work - Monday-Friday (7:30am-4:00pm). On occasion, evening hours are required for board meetings or other leadership meetings. Flexible to the needs of the agency.

Qualifications - Associate’s Degree in Office Management or Office Technologies or related degree and five to seven years’ of experience working in an administrative assistant role. Highly proficient computer and organizational skills. Must possess positive communication skills and have the ability to deal effectively and interact comfortably and confidently with executive management as well as the public and business partners. A reasonable combination of education and practical work experience that demonstrates the ability to perform the essential functions of the position will be considered.

Additional Qualifications - Competent with Microsoft Office 360, Zoom/Teams or other meeting platforms. Ability to take relevant notes at meetings and then produce accurate meeting minutes in a timely manner. General understanding of the varied supports and services of the agency. Competent in typing of reports and documents.

Work Authorization/Security Clearance - Authorized to work in the United States.

Summary/Objective -Responsible for administrative duties for the chief executive officer, chief operating officer, chief fiscal officer and members of the leadership team. Act as the point of contact and communication for the office of the chief executive officer by fielding phone calls, emails and the correspondence and addressing of business matters as is appropriate.

Essential Functions - Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

General Duties:

• Maintain a record of all correspondence sent and received.

• Be the primary monitor for phone calls and admittance to the administration building.

• Responsible for all travel arrangements for the chief executive officer and senior management staff.

• Responsible for the completion of all board generated correspondence and arrangements for board travel, as required.

• Responsible for scheduling the use of the meeting space in the administration building.

• Manages board members residential site visit paperwork.

• Manage office supplies for the administrative offices.

• Data collection and formatting, and other recordkeeping as designated by the agency’s senior management team.

• Responsible for distributing incoming mail.

• Post outgoing agency mail.

• Responsible for managing all Executive calendars to include Zoom, Boardrooms and Outreach Presentation Calendar.

  Executive Duties:

• Responsible for the completion of all correspondence and for the dissemination of information from the office of the chief executive officer.

• Act as the point of communication for internal and external correspondence for the chief executive officer.

• Maintenance of all files and records for the office of the chief executive officer.

• Prepare all board materials, meeting minutes and other documentation accurately and in an efficient manner.

• Responsible for the transcription of all board meeting, as well as the associated committee structures.

• Responsible for scheduling appointments for the chief executive officer as needed.

• Responsible for arranging, through committee chair or board president, the meeting date, time, and place; and ensure all information is forwarded to committee(s)/board of directors; while observing the stated time frames for submission. Release of information to the board, after approval.

• Responsible for the dissemination of information and maintenance of all related files for both internal committees and divisions of the agency as well as outside agencies and organizations.

  Fiscal Duties:

• Record incoming checks and verify to daily deposits at the bank.

• Report insurance claims and facilitate any follow-up needed.

• Filing or additional responsibilities as needed.

  Competencies -

• Organizational Skills

• Communication Skills

• Time Management Skills

• Anility to prioritize

• Familiarity with Microsoft Office

• Dictation Skills

  Supervisory Responsibility - none.

  Travel - Occasional travel for board and management meetings.

  Work Environment -This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

  Physical Demands -The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; lift; use hands to finger, handle or feel; and reach with hands and arms. Work may require lifting, pushing, or pulling in excess of 30 pounds.

  Other Duties - This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. I have read and received a copy of the above job description and understand the responsibilities fully. I understand that the preceding job description will be reviewed/updated at least annually; more frequent updates will depend on contract needs.

  Wage Range - $20.45-$23.31/Hour, Based on education and experience