Organization

Board Of County Commissioners District 1

Pay

$20.78

Pay Frequency

Hourly

Full Time / Part Time

Full time

Job Summary

Personal assistant to the County Commissioner. Under general supervision, performs difficult and responsible administrative clerical work for the County Commissioner by performing the following duties.

Job Description

Essential Job Functions
• Receives visitors, interviews callers, arranges conferences, and disposes of detail not requiring official action or decision. Maintains appointment calendar for Commissioner.
• Composes and prepares correspondence, reports, agreements and other material.
• Takes and transcribes the proceedings of meetings or conferences, and maintains official minutes of such.
• Provides support in preparation of yearly budget.
• Organizes and maintains numerous files.
• Coordinates County Commission meeting agenda items with Chairman's Personal Assistant.
• Assembles meeting agendas for Commissioner.
• Writes follow up letters regarding Commission agenda items.
• Prepares agenda for various meetings and posts them according to law.
• Distributes mail for Commissioners' department.
• Orders Office supplies for Commissioners' department.
• Coordinates purchase orders and invoices with Purchasing division and Fiscal Officer.
• Prepares and distributes yearly Commission meeting and holiday schedules and notices as required by law.
• Prepares and coordinates with other Offices signature cards for all Board of County Commissioner accounts.
• Prepares Commissioners' travel reimbursement claims.
• Maintains file on all appointments made by Commissioners to numerous boards and agencies.
• Advises Commissioners when appointments are due.
• Coordinates public complaints and requests for information with other County departments.
• May assist the Public Information Officer with coordinating communications projects including but not limited to media relations, writing media copy, proofreading, editing, and social media activities.
NOTE: All items listed are not performed by all Executive Assistants at the same time. The Chairman's Executive Assistant performs many of these duties; others are performed by the same person all of the time.

Additional Job Description

Required Skills, Knowledge and Abilities
Skill in using a personal computer; in using a calculator and other related Office equipment; and in key boarding from straight copy.

Knowledge of spelling, punctuation, business English and business math; of Office methods and procedures; of bookkeeping techniques; of laws, resolutions and regulations governing county matters; and of departmental policies and procedures.

Ability to make mathematical calculations with speed and accuracy; to prepare statistical reports; to understand and follow oral and written instructions; and to deal tactfully with other departments, the public and the news media.

Supervisory Responsibilities
This job has no 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience
Education equivalent to graduation from a standard four year high school, including or supplemented by courses in accounting and/or bookkeeping (equivalent to business college), and over five years of satisfactory full-time paid employment in secretarial or bookkeeping work.

Language Skills
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.

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
Valid Oklahoma Driver's License

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to assume a stationary position; operate, activate, use, prepare, inspect, detect, position; reach with hands and arms; and communicate, convey, express oneself, exchange information. The employee is occasionally required to move or transverse; and position self (to), move. The employee must regularly transport, move, position, put and/or install up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and peripheral vision.

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

EEO STATEMENT

Tulsa County does not discriminate against any individual because of race, color, sex, age, religion, national origin, ancestry, marital status, disability, or political affiliation (except when such person advocates or belongs to an organization which advocates the overthrow of our constituted government by force or violence) with regard to all terms, conditions, eligibilities, and privileges of employment for all positions in the County.

NOTE: Job descriptions are subject to change based on changing business needs and conditions.

Location

HQ