Executive Assistant

Job Summary

Performs highly responsible, confidential and complex secretarial and administrative duties to coordinate the daily operations of the Board of Tax Assessors office. Acts as Administrative Assistant to the Chief Appraiser and assistant to Deputy Chief Appraiser(s). Receives and responds to public inquiries or refers them to other staff as appropriate.

Essential Functions & Responsibilities

Coordinates the daily operations of the Board of Tax Assessors office.

Acts as Administrative Assistant to the Chief Appraiser and Deputy Chief Appraiser(s).

Serves as a liaison between the Chief Appraiser/Deputy Chief Appraiser(s) and staff of County Departments,

Commissioners, vendors, other agencies, and members of the public; receives and responds to public inquiries or refers them to other County staff as appropriate.

Prepares, types, distributes and files letters, memos, agendas, employee lists, budgets, reports, contracts, bids, invoices, purchase orders and any other document related to County administrative functions.

Serves as Budget Assistant to the Chief Appraiser.

Serves as Continuing Education scheduler for management.

Prepares documentation for meetings, departmental reports, and research papers; maintains accurate and current copies for future use.

Approves expenditure requests for the Office of the Board of Tax Assessors office; makes recommendations for amendments or corrections; maintains current records for departmental tracking and use.

Serves as point of contact for Open Records Request.

Schedules, appointments and meetings and contacts and notifies participants.

Performs various administrative practices to include dictation, shorthand and recording of official minutes of the Board of Tax Assessors meetings.

Answers and routes telephone calls to include responding to and processing citizens’ complaints and inquiries.

Serves as Refund Request Coordinator for the Board of Tax Assessors office.

Sorts, indexes and files materials alphabetically, numerically or in accordance to any other established classification system.

Serves as Timekeeper for the Board of Tax Assessors office.

Maintains employee personnel files to include payroll records, sick and vacation leave.

Maintains records of required education for the Board of Tax Assessors office and schedules classes to ensure all

required certifications are maintained.

Assists the Chief Appraiser with special projects as required to include providing administrative support and coordinating tasks.

Orders and maintains inventory of supplies for the Board of Tax Assessors office.

Regular and predictable attendance is required.

Performs other related work as required

Minimum Qualifications Required

Education and Experience:

Associate's degree in Public or Business Administration or related field.

Five years’ experience in an administrative/secretarial role.

Any equivalent combination of education and experience which provides the minimum level of qualifications stated above.

Must attend and complete successfully Course I, Certification of Assessors within one year of employment or within a reasonable amount of time based on the Department of Revenues education schedule.

Licenses and Certifications:

Certification in Secretarial Science Desirable

Knowledge, Skills, and Abilities:

Comprehensive and broad knowledge of municipal government practices, procedures, policies and terminology relevant to the administrative department.

Knowledge of the operations, functions and scope of authority of departments, offices and officials.

Knowledge of the laws, rules, regulations and policies regarding administrative decisions.

Skill in performing complex administrative support functions with only general supervision.

Skill in operating modern office equipment to include a personal computer, typewriter and calculator.

Skill in preparing, organizing and maintaining files, reports and records of a confidential nature.

Skill in performing dictation, shorthand and typing with speed and accuracy.

Ability to type 50-55 w.p.m.

Ability to handle and dispose of complaints, requests for information and delegated administrative details.

Ability to deal tactfully and courteously with the public and other employees

ADA Minimum Qualifications

Physical Ability: Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing); operate a computer and other office machinery, such as a calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type.

Essential Functions frequently require the ability to move about inside the office; and move/transport items up to 10lbs.

Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours.

Sensory Requirements: Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment.

Environmental Factors: Essential functions of this position continuously require the ability to either work with others or work alone.

This class specification should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities

and tasks other than those stated in this specification.