Executive Assistant

Arapahoe County, CO - Littleton, CO (30+ days ago)3.4


Work for Arapahoe County - Colorado's First!

The Arapahoe County Assessor's Office is seeking an Executive Assistant.

This position performs a variety of responsible, confidential and complex administrative duties in support of the Assessor's Office and general office support using independent judgment and mature discretion. The position provides excellent customer service and demonstrates professional, competent work in a flexible team environment.

Depending on qualifications, the anticipated hiring range is $21.34 - $27.15 per hour.

Along with our fantastic work/life balance, Arapahoe County offers a competitive, comprehensive benefits package that includes medical, dental, vision, retirement, vacation, sick, 12 public holidays, and more! Please follow the link to review!

http://www.co.arapahoe.co.us/DocumentCenter/View/2385

Duties
The following duty statements are illustrative of the essential functions of the job and do not include other non-essential or marginal duties that may be required. The County reserves the right to modify or change the duties or essential functions of the job at any time.

Perform a wide variety of clerical and administrative duties, including drafting and proofreading memos, letters, reports, and notices to the Assessor's staff, public, vendors, and entities. Compile packets of information to be disseminated at meetings.

Maintain various internal lists including but not limited to: staff emergency contacts, pay check distribution, appraisal license/membership renewals, continuing education, CBI background checks, software licenses, County policy acknowledgments, etc.

Schedule meetings and arrange for meeting rooms for staff at the request of the Assessor or Deputies. This may include issuing invitations, arranging food and beverages, assist with document preparation, etc.

Answer telephone, email and out of office inquiries. Forward incoming calls and emails to appropriate manager or supervisor when necessary. Resolves citizen inquiries or questions whenever possible to include Assessor web inquiries.

Oversees and coordinate annual Budget. Communicates with supervisors to ensure budget contains office needs. Reviews with Assessor and submits by required deadline.

Oversees accounts payable/receivable with SAP software. Oversees petty cash – payouts, reconcile, reimburse.

Coordinates with the IT Department on periodic replacement of equipment and software.

Coordinate with Division Supervisor and IT Department on new employee onboarding process.

Make travel arrangements and maintain itineraries for meetings for the Assessor and all staff attending various conferences or meetings including flight, hotel, car reservation, and per diem.

Provide annual form updates to the Business Systems Division for web updates.

Prepare annual Warrant Roll report, Warrant Roll Recap report and submit by statutory deadline.

Prepares annual Abstract of Assessment brochure and distribution.

Maintains "Written Request Required" process and corresponds to participants. Ensures Assessor's Office is in compliance.

Ability to be licensed as a notary public in a timely manner.

Assist with updating and maintaining Assessor's websites and social media sites.

Timekeeper for bi-weekly payroll processing for the Assessor's Office and ensures that all information submitted is entered into the SAP system correctly. Assist with recruiting and onboarding of new personnel.

Purchase office supplies to include items used by county vehicles.

Perform other duties as assigned.

Requirements

Skills, Abilities and Competencies:
Proficient understanding of Word, Excel, Outlook, Power Point, SAP;
Thorough knowledge of basic office methods and procedures;
Proficient writing skills and proficiency with spelling, punctuation, and grammar;
Proficient and understanding of telephone system and personal communication skills enabling courteous and diplomatic interactions with staff, County employees and elected officials, customers, vendors, other agencies.

Behavioral Competencies (these are required for all positions at ACG):

Service First
Excellent Quality
Responsive Government
Visionary Thinking
Innovation
Caring Leadership
Effective Communication
Fiscal Responsibility
Integrity
Respect for Others
Safety
Teamwork

Education and Experience:
High School or GED. Associates degree preferred
2 years executive assistant experience in a professional office environment
Any equivalent combination of education and work experience that satisfy the requirements of the job will be considered.

Pre-Employment Additional Requirements:
This position requires successful completion of pre-employment background and motor vehicle checks. Valid Driver's license required.

Supplemental Information

WORK ENVIRONMENT:
Work is generally confined to a standard office environment.

PHYSICAL DEMANDS:
The following are some of the physical demands commonly associated with this position.

Spends 75% of the time sitting and 25% of the time either standing or walking.
Occasionally lifts, carries, pulls or pushes up to 20 lbs.
Occasionally uses cart, dolly, or other equipment to carry in excess of 20 lbs.
Occasionally climbs, stoops, kneels, balances, reaches, crawls and crouches while performing office or work duties.
Verbal and auditory capacity enabling constant interpersonal communication through automated devices, such as telephones, radios, and similar; and in public meetings and personal interactions.
Constant use of eye, hand and finger coordination enabling the use of automated office machinery or equipment.
Visual capacity enabling constant use of computer or other work related equipment.

Definitions:
Occasionally: Activity exists less than 1/3 of the time.
Frequently: Activity exists between 1/3 and 2/3 of the time.
Constantly: Activity exists more than 2/3 of the time.