Champaign County

Job Description

Job Title: Executive Assistant

Department: County Clerk

Reports To: Chief Deputy and County Clerk

FLSA Status: Non-exempt

Grade Range: E

Prepared Date: June, 2011

SUMMARY Performs responsible and confidential administrative support to the Department Head; plans and coordinates outreach activities and staffing; recruits, trains and manages up to 700 election workers annually.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Leads office outreach and community relations efforts, including press and public relations and voter registration programs.

Manages schedule of Department Head. Arranges appointments and coordinates meetings as required.

Assists in arranging election judge schools and help train over 600 judges. Assists in the preparation of the Election Judge Manual. Assists in the placement of the election judges in the 117 precincts throughout Champaign County; generates pay sheets for the election judges and maintains their mileage records. Maintains records and generates reports as necessary to guide election judge staffing and training decisions.

Assists with projects such as the designing and publishing of brochures, office forms, office manuals, outreach and community relations materials and voter guides.

Interprets routine administrative policies and decisions as necessary; provides information to the public with regard to these policies.

Organizes and maintains files of records and correspondence of a routine nature, including special projects.

Attends County Board meetings, takes closed session minutes and maintains confidentiality.

Responds to inquiries from the public; initiates files, enters information into the computer and may collect monies for fees.

Types, proofreads and distributes reports, correspondence, forms, etc. of a confidential nature; may take and transcribe dictation and use word processing equipment.

Answers the telephone, takes and relays messages; screens supervisor's calls; responds to telephone inquiries whenever possible, forwards calls to appropriate party.

Performs any of the duties and responsibilities of the Deputy County Clerk position; also provides guidance and assistance to Deputy County Clerks and helps in training new staff.

SUPERVISORY RESPONSIBILITIES Rarely exercises supervision over another position and has extremely limited supervisory responsibilities.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE High school diploma or general education degree (GED) with courses in typing, business machine operation and general office procedures, plus three years of responsible office experience; or an acceptable combination of education and experience. Good knowledge of arithmetic, spelling and the English language is required. Skill in operating a typewriter and computer terminal, plus good oral communication is also required.

LANGUAGE SKILLS Ability to read and comprehend simple instructions, short correspondence and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and group situations to customers and other employees of the organization.

MATHEMATICAL SKILLS Ability to add, subtract, multiply and divide all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.

REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS Registered voter and willing to take the oath as Deputy County Clerk.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and talk; or hear. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision, distance vision and depth perception.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Usually, normal office working conditions. The noise level in the work environment is usually quiet.