Manages and oversees the daily administrative functions of the County Administrator’s Office under broad direction from the County Administrator. Relieves staff members of administrative detail and provides relation services with the general public, media and other entities and agencies. Responsible for all phases of administration, including workflow, quality of work products, office personnel/staffing, and special events.
POSITIONS MAY CLOSE AT ANY TIME
AFTER A SUFFICIENT NUMBER OF APPLICATIONS IS RECEIVED
Essential Duties and Responsibilities:
Ensures effective and efficient operation of the Administrator’s Office and the County Administrator’s daily schedule.
Makes independent judgment calls in absence of County Administrator based on knowledge, experience and office policy.
Prepares letters, emails, contracts and reports relating to activities, correspondence and special programs provided by the Administrator’s Office. Edits and reviews the written report of office staff.
Acts as a liaison between Commissioners Court and Civic Leaders, the general public and all phases of government. Handles complaints and requests for assistance and information from the general public, the media, elected officials, other departments and government agencies.
Serves as “first contact” for many of the general public phone calls, directing public to proper departments and contacts that meet their needs.
Responds to difficult situations involving irate and hostile individuals. Troubleshoots and resolves basic problems/issues.
Coordinates and schedules meeting requests involving County Administrator, department heads, Commissioners and outside contacts, as well as other County meetings/programs and facility use request.
Gathers, reviews, edits, creates and organizes material required for reports and communications to Commissioners Court.
May attend Commissioners Court meetings and follows-up on items pertaining to the Court agenda, special meetings or programs, board and commission directives/appointments, special security arrangements, and requested information.
May attend Commissioners Court closed and executive sessions in order to certify agenda and minutes of proceedings as required by State law and maintains confidential files of meetings as needed.
Assists in weekly Commissioners Court agenda preparation as needed. In absence of Agenda Coordinator, may have responsibility for preparation of weekly Commissioners Court agenda and electronic court book.
Researches and coordinates special projects with department heads and staff, civic organizations, businesses and individuals.
Coordinates requests for proclamations, resolutions and honorary certificates issued by Commissioners Court. Contacts appropriate departments or individuals to facilitate work on item as needed.
May direct the work of clerical/support staff in the office and provide training to new staff members as needed.
May attend meetings, provides staff support and maintains records for various boards or commissions as needed.
Ensures compliance with applicable laws, statues, regulations, and/or policies as it relates to actions directed by the Administrator’s Office, open meetings requests, contract renewals, meeting postings, publication notices, public hearings, etc.
Maintains purchase order and requisition records; inputs information into computer system.
Assists with the preparation of annual department budget and monitors department budget expenditures throughout the budget year.
Monitors and approves department timesheets as assigned.
Prepares and maintains financial records for department and special projects and programs.
Coordinates special events/functions initiated out of the Administrator’s Office or Commissioners Court.
Performs all other related duties involved in the operation of the business as assigned or required.
High school degree or equivalent required.
Minimum of four (4) to five (5) years related experience also required.
Education will substitute for experience on a year-for-year basis.
Must possess a strong organizational and office management skills and knowledge of personal computers, word processing and spreadsheet software as well as other office equipment; knowledge of business English and ability to communicate effectively verbally and in writing.
Thorough knowledge of laws and regulations pertaining to County and Commissioners Court operations; broad knowledge of County policies and procedures required for handling requests for information and assistance; ability to deal effectively with the elected officials, managers and employees, general public and media; ability to assume responsibility without direct supervision; ability to deal with confidential information regarding County business.
Physical Demands and Work Environment & Other Requirements:
While performing the duties of this position, the incumbent is regularly required to sit, stand, walk, bend, stoop, climb, lift, push and pull.