Executive Assistant to Deputy Directors
- What Success Looks Like In This Job
The Executive Assistant to the Department of Human Services provides professional executive assistant services to the Department Director and Deputy Directors and manages the work of the Directors such that there is organization, structure, maintenance, and consistency of policies and procedures.
- Examples of Duties for Success
- Compose and type daily schedules; set and confirm meetings with in-house personnel and outside agencies for various meetings.
- Process incoming and outgoing mail, answer telephone, make appointments, return calls, take complaints, delegate complaints, and track responses, editing as needed. Direct calls for other units received at station.
- Schedule availability of conference rooms for the Director's Office staff; fax materials to outside agencies for administration.
- Proofread documents as needed.
- Make travel and lodging arrangements; make travel arrangements for meetings, seminars, conferences in-state or out-of-state and coordinate registration, per diem, and lodging.
- Responsible for daily appointment schedules used for information sharing and scheduling meetings/events.
- Coordinate and schedule meetings and arrange luncheon engagements.
- Co-Manage message board for HSC building.
- Co-Coordinate room reservations for selected conference rooms at HSC.
- Attend meetings, upon the request of the Directors.
- Contribute to the Community Enrichment Facebook page as an administrator.
- Provide administrative support to Homelessness and Community Enrichment staff.
- Generate and distribute nameplate and building interior signage inserts.
- Schedule and coordinate interviews.
- Notify participants of meeting dates, times, and locations.
- Prepare agenda items for meetings or conferences.
- Distribute agenda and minutes of meetings.
- Make physical arrangements for meetings; coordinate days, times, meeting rooms, equipment, and lodging.
- Remind meeting or conference participants on required action.
- Coordinate and schedule events ensuring cost-effectiveness (i.e., receptions); arrangements may necessitate negotiations/cooperative effort with other departments.
- Responsible for collecting and emailing coffee orders to vendor and also for delivery and distribution once the product is received.
- Responsible for PCard purchases for both admin positions, director, and deputy director positions and for the submittal of the monthly bill to the Finance department.
- Decide the appropriate dissemination of all written correspondence or documents based on subject matter, ensuring correspondence is appropriately directed. Coordinate and expedite immediate delivery of correspondence/documents, as needed.
- Independently research and request supporting documentation from staff to provide background information on matters requiring their response.
- Information sharing Policy/Procedures formulations and implementations.
- Maintain record of minutes on file for record keeping and reference, as requested, by administrators.
- Maintain file maintenance and purging system.
- Establish, create, and organize new file categories for record keeping and reference, keeping files up-to-date.
- Resolve various types of departmental complaints (i.e., client complaints, building maintenance complaints, complaints on staff through research, referrals, follow through, and providing direct assistance as appropriate). The majority of complaints received involve dealing with difficult and irate individuals. The application of excellent analytical skills, listening skill, communication skills, persuasion skills, and control is essential.
- Perform duties of the Executive Assistant to the Department Director during absences and for backup.
- Perform other related duties and responsibilities as required.
- Qualifications for Success
Any combination of experience and training would likely provide the required knowledge and abilities:
- Experience: Four (4) years progressively responsible administrative and secretarial experience with a minimum of two (2) years at the executive level.
- Education and Training:
- A high school diploma or GED equivalent required.
- College level coursework preferred.
- Additional education preferred and may be considered in lieu of the required four years of experience on a year for year basis, but not the required two years experience at the executive level.
- License or Certificate: Possession of, or ability to obtain, notary public commission within 3 months of employment.
- Background Check: Must pass a criminal background check.
- More Qualifications for Success
Essential duties require the following physical abilities and work environment:
- Ability to work in a standard office environment.
- Bilingual abilities preferred but not essential.