GENERAL DEFINITION
The Senior Executive Assistant plays a pivotal role in providing comprehensive executive administrative support to the County Administrator's office, ensuring smooth office operations, and managing various administrative functions. This role is responsible for FOIA requests, records retention, handling press communications, coordinating management team meetings, assisting with Grant writing and employee special events. The role provides support to the Clerk to the Board of Supervisors, Deputy County Administrator/CFO, Deputy County Administrator/Capital Projects and Assistant County Administrator. Additionally, the position manages fleet vehicles, conference room reservations, and supports the Economic Development and Tourism/Communications departments as needed.
ORGANIZATIONAL RELATIONSHIP
Position is supervised by the County Administrator and supports as well as takes direction from the Deputy County Administrator/CFO, Deputy County Administrator/Capital Projects, Assistant County Administrator or Designee. Manages subordinates as required.
TYPICAL TASKS
- Serves as confidential support to the County Administrator’s Office in all functional areas including Executive Administration, Economic Development, Board interactions, Public Information and Project Management . Handles confidential and sensitive information with professionalism and discretion Serves as the County’s Freedom of Information Act (FOIA) Officer in accordance with § 2.2-3700 et seq. of the Code of Virginia; Processes, tracks, coordinates, maintains, and responds to FOIA requests; Provides FOIA training and support to County Management Team;
- Coordinate with departments to gather information and ensure legal compliance and transparency.
- Prepare and distribute press releases to local media, ensuring accurate and timely communication of County information.
- Act as the point of contact for media inquiries and press-related communications
- Reviews process and timelines to ensure that County projects are reported, updated, and communicated on a regular basis;
- Oversee daily office operations, including supplies, vendor relationships, and office equipment maintenance.
- Manage the County’s badge system and building access for the main building.
- Track and manage office budgets and process invoices for office-related expenses.
- Collects and reports key project data on a monthly basis;
- Manages, maintains, and supports County issue tracker and citizen complaint system;
- Serves as liaison between the County Administrator and County Department Directors, Constitutional Officers, County Attorney and County School Board offices.
- Act as the central point of contact for internal and external queries related to office operations, FOIA requests, and administrative support
- Reviews, processes, and oversees County Administration Departmental invoices, budgets, financial reports, etc. utilizing finance software;
- Reviews and tracks County Attorney project assignments, tasks, monthly bills, etc.;
- Transcribes and types a variety of documents, prepares memos, letters and reports and composes such items as needed;
- Manage workflow independently in the office including mail flow, Board communications, etc.
- Investigates inquiries, policy issues or complaints and prepares reports for proper action;
- Manages calendars for the County Administrator, including capital project schedules, appointments and completion of tasks, arranges meetings and travel;
- Attend meetings as assigned and may, in cases where appropriate, represent the County Administrator;
- Handles inquiries from the public by obtaining needed information or assistance; receives and monitors response to citizen’s service requests;
- Disseminates appropriate information to affected groups regarding all aspects of plans;
- Manages and maintains the files and records systems of the County Administrator’s office;
- Research and develop information needed by the County Administrator, Deputy County Administrator/CFO, Deputy County Administrator/Special Projects and Assistant County Administrator;
- Serve as backup to Board Clerk as needed. Prepares continual communication and routinely disseminates official Board action and information as directed and assists BOS clerk as requested;
- Prepares letters, memorandums, reports, etc. for County Administration or each individual Board member as directed; Assists with receptionist and clerical duties, as needed;
- Plan and oversee monthly management team meetings, coordinating logistics, setting agendas, and tracking follow-up actions.
- Manage room reservations for several conference rooms, ensuring efficient scheduling and availability for county meetings.
- Handles invoicing for Broadband.
- Maintain fleet management for several County vehicles, including tracking usage, scheduling maintenance, and ensuring proper records.
- Process timesheets for administrative staff and obtain approval for department heads' timesheets from Administrators and ensure timely submission for payroll processing;
- Track and maintain vacation and sick leave usage for department heads.
- Provide notarization services for County officials and the public, maintaining proper legal records for all notarized documents.
- Serve as a backup to the receptionist, answering phones and assisting citizens with inquiries, complaints, or concerns.
- Deliver excellent customer service both in-person and over the phone
- Provide administrative support to the Economic Development and Tourism/Communications departments as needed, assisting with project coordination, meeting logistics, and special initiatives.
- Performs other duties as may be assigned.
ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES
Working knowledge of the principles and techniques of public or business administration; Considerable knowledge of standard office procedures and practices. Extensive knowledge of County objectives, functions, procedures and organizations; ability to work under pressure in handling multiple tasks, multiple deadlines, and multiple directives, extensive knowledge of Microsoft Word and Excel, ability to transcribe tapes or minutes; strong public relations skills to maintain effective working relationships with public officials, staff, and citizens; ability to prepare complex records and reports; Must possess the ability to compile and analyze facts and specifications and to make sound decisions; the ability to express ideas clearly and concisely, orally and in writing; extensive typing ability; ability to use a variety of office equipment; ability to keep and maintain Board minutes and records and to follow up on Board or administrative actions as needed. Must be able to assume responsibility for assigned complex functions or tasks and work and maintain confidentiality in a high-level support role; ability to utilize office software and email. Must be able to exercise sound judgment, demonstrate sensitivity and responsiveness and a high degree of organization to respond to a fast-paced work environment; Must have the ability to establish and display excellent customer service and human relation skills at all times with County officials, employees and the general public and ability to incorporate positive working roles and responsibilities in job performance, and apply them throughout the organization while maintaining strict confidentiality of issues. Certified Notary Public. Experience managing FOIA requests and tracking complaints using software.
TRAINING, EDUCATION AND EXPERIENCE
Any combination of education and experience equivalent to an associate degree with additional course work at the senior level supplemented by ten or more years of relevant work experience. Additional experience may substitute for the education requirement. Achieves and maintains Notary Public status and Certification. Previous supervisory experience required as well as prior experience working with senior management level leaders in a confidential environment. (FOIA) Officer applicable knowledge and experience in accordance with § 2.2-3700 et seq. of the Code of Virginia to be achieved within an agreed upon period of time.
SPECIAL REQUIREMENTS AND RELATED OBLIGATIONS
Ability to work with Office 365 and other types of technology are required to perform job duties effectively and efficiently.
PHYSICAL DEMANDS
Must be able to occasionally lift 20 pounds, sit for long periods of time at a desk, and operate a computer and general office equipment.
WORK ENVIRONMENT
Work is generally performed in an office environment.
AMERICANS WITH DISABILITIES ACT COMPLIANCE
Franklin County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Franklin County will provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with the employer.
Pay: $45,331.00 - $58,931.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance
Work Location: In person
