Executive Assistant

TYPING TEST REQUIRED: Your application will NOT be considered unless you take the typing test - CLICK HERE to take the typing test now.

(NOTE): The first and last name you enter on the typing test and this application must be exactly the same. DO NOT PLACE A SPACE AFTER YOUR NAME AND DO NOT ENTER A MIDDLE INITIAL ON THE TYPING TEST. If the names are NOT an exact match (including upper and lowercase letters), your typing test score will not be uploaded into your application accurately, as it is completed through an automated process.

TYPING TESTS ARE VALID FOR SIX MONTHS.

Incumbent works under the direction of the Director of Corrections or designee, performing advanced secretarial and administrative support functions, coordinating department activities and adhering to policies, procedures, practices.

• Answer, and direct calls, providing assistance and resolving complaints, and referring calls to Director/Deputy Director.
• Establish and maintain effective work relationships with clients, supervisors, County employees, elected officials, attorneys, law enforcement, judges, other agencies, and the public.
• Comply with Civil Service policies and regulations, collective bargaining agreements, County policies, department policies and laws to create a cooperative, safe, respectful and quality work environment.
• Advise employees regarding leave benefits.
• Assist with the leave/accommodation request process (e.g. FMLA, light duty, IOD, ADA), coordinating with HR and payroll and assisting with the completion of associated paperwork and supporting documentation.
• Facilitate inmate marriage requests.
• Assist with internal job postings, specialty position postings and promotional applications.
• Schedule and maintain the Director/Deputy Director's calendar.
• Attend meetings, appointments, conferences, etc. and take meeting notes.
• Receive, sort and distribute department mail/correspondence.
• Draft letters, memorandums, agendas, resolutions and other correspondence.
• Compile, prepare and maintain various records, reports, correspondence and documents (e.g. Board of Commissioner, contract reports).
• Create data visualizations and presentations.
• Maintain and file/scan administrative data (e.g. correspondence, reports, records, employee personnel and medical records).
• Assist with collecting and completing information for accreditation standards and audits.
• Process supply requisitions/purchase orders, ensuring adequate office supply inventory and office equipment is working, and coordinating work tickets.
• Provide administrative support to other administrative staff.
• Maintain job knowledge and skills (e.g. meetings, research, webinars, seminars, conferences, continuing education).
• Report to work at assigned location with regular, consistent attendance.
• Perform other duties as assigned and directed.

• High school graduation or equivalent required.*
• Bachelor's degree preferred.
• Five (5) years of executive assistant or related experience required.*
• Five (5) years of MSOffice experience required.
• Work experience in a Correctional and/or 24/7/365 setting preferred.
• Type/keyboard 50 net words per minute required.
• Completion of a pre-employment criminal record check and conditional offer drug screen required.
• *Equivalent combination of education and work experience may be substituted for requirements on a year-for-year basis.

• The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Work is generally performed in an office setting within a locked correctional facility. Noise level is usually moderate. Work hours are typically standard day-shift hours; however, schedule may vary (e.g. days, shifts, weekends, overtime/extra hours, emergency call-in). Work may be stressful when dealing with time constraints, multiple/changing priorities, limited resources and uncooperative/irate individuals.
• Work requires some physical activity, including extended periods of sitting, frequent walking, standing, reaching and occasional balancing, kneeling, bending, carrying, grasping, pulling, pushing, stooping, and squatting. Work also requires the ability to frequently lift/carry objects weighing up to 20 pounds and occasionally up to 30 pounds.
• Required sensory abilities include vision, hearing and touch. Visual abilities, correctable to normal ranges, include close, distance and color vision, depth perception, and the ability to adjust focus. Communication abilities include the ability to talk and hear within normal ranges. Incumbent must possess the hand-eye coordination and manual dexterity necessary to operate computers and other equipment.

Douglas County is an EOE - Disability/Veterans