Executive Administrative Assistant

Pueblo County, CO - Pueblo, CO (30+ days ago)4.0

Coordinates and provides administrative management and related administrative support work for Information Technology Services Director and managers.

Examples of Duties
Essential Job Functions

Performs customer service and administrative duties for Information Technology Services Director and managers; provides general information as well as responds to specific customer questions requiring additional research; routes inquires appropriately and takes messages
Scans and enters various information into databases.
Maintains office filing systems, files and records; assembles information upon request.
Receives, sorts, distributes and processes incoming or outgoing mail.
Liaison between Information Technology Services Director and vendors, public and other County departments or offices.
Communicates policy and department regulations.
Coordinates schedules and makes arrangements for training, meetings, events, tests and/or similar activities.
Prepares standardized and original documents and forms; including statistical reports and spreadsheets in coordination with Human Resources and/ or Information Technology Services Director.
Prepares written articles for newsletters'; prepare bulletins, brochures, publications, power point presentations and various materials for departmental programs.
Prepares and distributes meeting agendas and related materials; takes, tapes, transcribes, and distributes meeting minutes.
Prepares and processes various personnel forms in coordination with Human Resources and/or Information Technology Services Director and managers.
Compiles information for and assists with yearly budget development; maintains and monitors budgeted accounts and processing of invoices; makes daily and/or weekly deposits.
Represents office at meetings and/or accompanies Information Technology Services Director.
Creates and maintains computer spreadsheets, databases and other software for posting, analyzing and reporting financial information related to departmental activities.
Performs other duties as appropriate or necessary for performance of job.

Additional Responsibilities

Extracts human resources and financial reports from Progress to create and maintain computer spreadsheets, databases and other software for posting, analyzing and reporting.
Plans and coordinates project scheduling, budgeting and administrative tasks relating to projects.
Maintains system change and outage notification calendars as necessary.
Maintains agreements and billing for all Shared Services Partnership Agreements.
Prepares or assists with project proposals and presentation to the project requestor and to senior management as necessary.
Assists with the documentation of business requirements processes and create process flowcharts using tools such as spreadsheets and flowchart software as necessary.
Assists with business projects and minor technical training such as developing and extracting human resources and financial reports and use of phone systems as necessary.
Prepares purchase orders and maintain files for capital requests and maintenance agreements as necessary.
Assists with equipment inventory maintenance as necessary.

General Requirements

Fills in for other staff as necessary and/or required.
Attends meetings, classes and trainings as required or requested by supervisor.
Solicits changes to improve procedures that would result in efficiencies, cost savings and safety.
Communicates actively, clearly and regularly with supervisor and co-workers on all work-related topics.
Understands, observes and complies with all Governmental, Pueblo County and Departmental policies, procedures and protocols when performing job duties.
Possesses excellent oral and written skills to communicate effectively.
Establishes and maintains effective working relationships with Pueblo County employees from same or different departments/offices, entities, vendors, members of the community and all customers.
Ensures that employees observe all safety procedures and practices in order to prevent injuries or damage.
Schedules meetings with employees on regular basis to provide adequate information to ensure active communication at all levels.
Financial responsibility and accountability for developing budgets, managing and controlling expenditures, generating and controlling revenues, bookkeeping, accounting, cash and check handling as needed.
Effectively manages multiple projects at once.
Effectively deals with stressful situations.
Easily adapts to sudden and unexpected changes in work assignments.
Typical Qualifications
Knowledge, Skills and Abilities

Expert Proficiency:
Ability to operate standard office equipment, including typewriters, computers, computer software, calculators, printers, copiers, scanners and facsimile machines.
Knowledge of modern office practices and procedures.
Ability to follow verbal and written instructions.
Ability to provide professional customer service to clients and public.
Ability to maintain sensitive and confidential information.
Knowledge of accounting calculations including interest, percentage, decimals and fractions.
Knowledge of word processing, spreadsheet and database software packages.
Ability to perform duties independently without close supervision.

High School Diploma or GED Equivalency required.

Associate's degree from an accredited college or university in the field of Business Management, Office Administration, or Human Resource Management preferred.

Minimum of six years of clerical experience required.

Licenses and/or Certificates:
Notary Public Certificate preferred.

Special Requirements:
Must successfully pass background check.

Supplemental Information
Physical Demands/Work Environment

Occasionally (Less than 25% of the time)
Vehicles-Drives automobile and/or truck.

Frequently (25% to 50% of the time)
Climbing-Ascends or descends using feet and legs and/or hands and arms.
Stooping-Bends body downward and forward. Requires use of lower extremities and back muscles.
Handling-Seizes, holds, grasps, turns or otherwise works with hand(s).

Regularly (50% to 100 % of the time)
Strength- Lifts, carries, push, pulls or otherwise moves objects up to 25 pounds.
Strength-Sits with brief periods of walking and/or standing.
Reaching-Extends hand(s) and arms(s) in any directions.
Fingering-Picks, pinches, types or otherwise works primarily with fingers rather than the whole hand or arm as in handling.
Equipment Utilized-Office equipment such as computer, phone, fax, copiers, scanners, adding machine, etc.

Not applicable
Strength-Lifts, carries, push, pulls or otherwise moves objects from 25 to 50 pounds.
Strength -Lifts, carries, push, pulls or otherwise moves objects from 50 to 75 pounds.
Strength-Walks and/or stands with brief periods of sitting.