Churchill County NV
Executive Assistant
Churchill County NV, Fallon, Nevada, us, 89407
Salary :
$4,943.47 Monthly
Location :
Fallon, NV
Job Type:
Full-Time Regular
Job Number:
2024-0089
Department:
County Manager
Opening Date:
11/08/2024
Closing Date:
11/22/2024 10:00 AM Pacific
FLSA:
Non-Exempt
Position Summary
Churchill County is inviting applications for the full-time position of Executive Assistant for the County Manager's Office. You must have strong organizational skills and the ability to handle a variety of tasks simultaneously, with frequent interruptions. This position provides varied, complex and often confidential liaison, communication, secretarial and office administrative assistance to the County Manager and associated staff. Other duties include providing day to day coordination between the County Manager's Office and County Commissioners, department heads and County staff, other agencies and the public.
This is not an entry-level position. The county is looking for applicants who have at least four years of experience performing administrative support work. The ideal candidate will have strong skills with technology, especially with Microsoft Excel and Word. Appropriately qualified applicants who currently work for Churchill County will receive preference in the selection process. (If a current employee is selected, if it is a promotion the employee will be placed on the first step in the new pay range that represents a two-step increase.)
Consider working for Churchill County! The county pays 100% of the retirement contribution to PERS on your behalf (33.5% over and above your wage, equivalent to $19,800/year). The county pays 100% of the employee-only health insurance premiums (equivalent to $12,115/year).
AND
you will not have Social Security taken out of your paycheck, which results in an additional 6% take-home pay (equivalent to $3,550/year). The county also provides $50,000 of term life insurance, which the employee can increase if they want to.
If you are qualified and interested in this position, be sure to submit your application by 10:00 AM on November 22, 2024 at www.churchillcounty.org/careers. For your application to be considered complete, you MUST attach a resume to your application. Failure to do so will result in a negative evaluation of your application.
Position Summary:
Responsible for performing professional level administrative support to the County Manager and associated staff.
Distinguishing Characteristics:
This class is distinguished from other administrative support classification in that the nature, diversity, and scope of responsibility originating from the County Manager's Office require the frequent use of tact, discretion, initiative, and independent judgment.
Essential Functions
This job description indicates, in general, the nature and levels of work, knowledge, skills, abilities and other essential functions (as covered under the Americans with Disabilities Act) expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required.
Demonstrates regular, reliable and punctual attendance.Serves as liaison with, County staff, representatives of other organizations and the public by obtaining and providing information, facilitating the resolution of problems and concerns and ensuring a timely response from the appropriate County department or agency.Maintains and coordinates a detailed calendar of events, meetings and other activities requiring the County Manager's attendance and the participation of various departments and outside agencies; ensures that the Manager is cognizant of the calendar and has all required information and other materials for such functions.Receives and screens visitors and telephone calls, providing information and resolving complaints which regularly require the use of judgment and the interpretation of policies and procedures; prioritizes contacts for effective problem resolution and use of the County Manager's time.Researches, compiles and summarizes a variety of informational or statistical materials; contacts representatives of various County departments and outside entities to obtain materials on behalf of the County Manager.Relieves the County Manager of certain administrative matters by following up on projects, disseminating information, responding to requests and keeping informed of pertinent activities;Reviews materials produced by others for the County Manager's signature for procedural and typographical accuracy.Maintains liaison with and follows-up with various County departmental staff and outside entities to ensure assignments, problems and concerns have been addressed.Inputs or retrieves data and prepares documents and reports using a computer system; initiates correspondence and varied written materials independently; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.Prepares and maintains a variety of financial records and reports; prepares and monitors office budget and accounts payable and receivable.Creates, develops and maintains departmental and other county informational webpages.Coordinates, plans and arranges for a variety of special events, projects, tours, conferences and recognitions.Organizes and maintains various administrative, reference, personnel and follow-up files.Organizes own work, sets priorities and meets critical deadlines; ensures that such deadlines are met by other staff.May direct the work of support staff on a project basis.Makes travel arrangements for County Manager and County Commissioners.Reviews and prioritizes incoming mail, orders office supplies, provides for the maintenance of office equipment and shared departmental equipment, and follows-up on a variety of office and general county administrative matters.Administers grants; complies with reporting requirements; monitors contracts, expenditures, and budgets; prepares submissions for reimbursements.Represents the County with dignity, integrity, and a spirit of cooperation in all relationships with staff and the public.
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 Experience
Two (2) years of college level course work in business, office administration, management or a related field; AND four (4) years of executive level secretarial or administrative experience which has included providing office and administrative support to management staff; OR an equivalent combination of education, training and experience.
Required Knowledge and SkillsKnowledge of:
Office administrative and secretarial practices and procedures.County structure and general departmental functions and services.Use of specified computer applications involving word processing, data entry and/or standard report generation.Use of specified computer applications involving the design and management of databases or spreadsheet files and the development of special report formats and webpages.Business arithmetic.Applicable regulations, policies and statutes.Office administrative practices, procedures and business etiquette.Business letter writing and the standard format for typed materials.Preparation of formal meeting agendas and minutes.Record keeping principles and practices.Correct business English, including spelling, grammar and punctuation.Techniques for dealing with the public, in person and over the telephone.Skill in:
Providing varied, responsible, and often confidential secretarial and office administrative assistance to a chief executive officer and high-level administrative staff.Interpreting, applying and explaining complex policies and procedures.Using tact, discretion, initiative and independent judgment within established guidelines.Analyzing and resolving office administrative situations and problems.Researching, compiling, and developing a variety of informational materials.Composing correspondence and other written materials independently or from brief instructions.Establishing and maintaining effective working relationships with those contacted in the course of the work.Organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction.Contributing effectively to the accomplishment of team or department goals, objectives and activities.Required Certificates, Licenses and Registrations
Nevada Driver's License.May require Notary Public.
Physical Demands and Working Environment
The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Mobility to work in a typical office setting and use standard office equipment; stamina to sit for extended periods of time; strength and agility to lift and carry up to 20 pounds; vision to read printed materials and a computer screen, and hearing and speech to communicate over the telephone and in person.
Conditions of Employment
Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.New employees are required to submit to a background investigation and if hired for a safety-sensitive position, a drug/alcohol screen. Employment is contingent upon passing the background and the drug/alcohol screen (if applicable).Churchill County participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS, with information from each applicant's Form I-9 to confirm work authorization. All candidates who are offered employment must complete Section 1 of the Form I-9 along with the required proof of their right to work in the United States and proof of their identity prior to starting employment. Please be prepared to provide required documentation as soon as possible after the job offer is made.
DISCLAIMER:
Churchill County provides benefits to regular employees. Benefits are prorated for some part time, regular positions (depending on job). Most part time positions provide no benefits.
No Nevada state income tax
RetirementPublic Employees' Retirement System (PERS) of Nevada - Churchill County contributes 33.5% of an eligible Regular Member's salary for retirement. Churchill County contributes 50.0% of an eligible Police Member's salary for retirement. Retirement benefits are available to employees hired in positions that work 20 hours per week or more on a regular basis. Positions of less than 20 hours per week (or less than 1040 hours in a fiscal year) will receive Social Security contributions and will not be enrolled in PERS.
Deferred Compensation PlansEmployees can also participate in the VOYA 457 deferred compensation plan, which is funded by the employee. This allows the employee to save money in pre-tax dollars toward retirement.
Cafeteria Health Coverage Plan
- Full-time employees' health insurance begins the first of the month after one month of employment. (Employees must work an average 30 or more hours per week on a regular basis to qualify for health insurance coverage.)
The county offers a "Cafeteria" health plan to full-time employees, which allows employees to pick and choose the best health plan for them and their family. The county offers three health plans - a base PPO plan with a $1,500 deductible, a "buy-up" PPO plan with a $750 deductible, and a High Deductible Health Plan (HDHP) with a $2,700 deductible and a Health Savings Account (HSA), to which the county contributes $182 per month. In addition, the county also provides the following: a prescription plan, a dental plan, and a vision plan. The county currently contributes 100% of the employee premiums for the base PPO plan and the HDHP, as well as for the prescription, dental, and vision plans. Employees who elect dependent coverage pay 100% of the dependent premiums - employees can elect to have those premiums deducted in pre-tax dollars.
Vacation LeaveFull-time, regular county employees scheduled to work 40 hours per week accrue 8 hours per month of annual (vacation) leave per year. Part-time, regular county employees accrue annual (vacation) leave vacation at a prorated amount depending the number of hours worked. Employees earn additional annual leave hours at 5, 10, 15, and 25 years of service up to a maximum of 240 hours (30 days) per year. While on probation an employee is not granted vacation leave for the first six months; the employee still accrues vacation leave during this time and will be credited with 48 hours of vacation leave after six months of employment in their regular position.
Sick LeaveFull-time, regular county employees scheduled 10 hours of sick leave per month, with no maximum accrual. Part-time, regular employees accrue sick leave at a prorated amount depending the number of hours worked.
HOLIDAYS -
Regular county employees enjoy 12 paid holidays per calendar year including New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Nevada Day, Veteran's Day, Thanksgiving Day, Family Day (Friday after Thanksgiving), and Christmas Day. In addition, County employees are entitled to one floating holiday per year, to be used at a time agreed to by the employee and his or her supervisor. (Regular, part-time employees receive prorated holidays based on the number of hours normally worked.)
Tuition ReimbursementChurchill County values it's employees and empowers all employees to enhance their skills by taking job-related college courses as well as participating in job related workshops and seminars. To that end, for regular employees the county has a generous Tuition Reimbursement policy for accredited courses, reimbursing up to $1,200 per year in educational expenses.
01
Applicants for this position MUST attach and submit a resume through the online application portal along with their application. Not doing so will result in my application being considered incomplete and negatively impact me in the application process.
Yes, I understand this provision and have attached my resume as required.No, I did not attach my resume and cover letter, and I know this will cause my application to be incomplete.
02
How many years of full-time general administrative support experience do you have?
No Experience1 month to 1 year of Experience2 or 3 years of Experience4 or 5 years of ExperienceMore than 5 years of Experience
03
How many years of full-time customer service experience do you have in an office setting?
No Experience1 month to 1 year of Experience2 or 3 years of Experience4 or 5 years of ExperienceMore than 5 years of Experience
04
What is your highest level of comfort and familiarity with Microsoft Excel?
No ExperienceEntering Data into already-created spreadsheetsRevising and modifying formulas within already-created spreadsheetsCreating spreadsheets (including formulas) from scratchCreating more advanced spreadsheets from scratch, which include graphs, charts and pivot-tables
05
Describe your experience using Excel, including the types of spreadsheets you prepared (including your role in using the spreadsheets - i.e. data entry, writing formulas, etc.), that demonstrates you have the level of proficiency indicated above.
06
What is your highest level of comfort and familiarity with Microsoft Word?
No ExperienceUtilizing already-formatted forms and correspondence and filling in missing information.Creating documents (including formatting correspondence and other documents) from scratch.Integrating data and other files into Word documents to perform mail merges.
07
Describe your experience using Word, including the types of documents you prepared, that demonstrates you have the level of proficiency indicated.
08
What is your experience regularly coding and tracking expenditures and income for a departmental budget?
NoneSeldom (Once a month or less)Occasional (Once every couple weeks)Regularly (Once a week)Frequent (Multiple times a week)
09
Describe your experience coordinating between multiple people to ensure there was effective communication and collaboration.
Required Question
$4,943.47 Monthly
Location :
Fallon, NV
Job Type:
Full-Time Regular
Job Number:
2024-0089
Department:
County Manager
Opening Date:
11/08/2024
Closing Date:
11/22/2024 10:00 AM Pacific
FLSA:
Non-Exempt
Position Summary
Churchill County is inviting applications for the full-time position of Executive Assistant for the County Manager's Office. You must have strong organizational skills and the ability to handle a variety of tasks simultaneously, with frequent interruptions. This position provides varied, complex and often confidential liaison, communication, secretarial and office administrative assistance to the County Manager and associated staff. Other duties include providing day to day coordination between the County Manager's Office and County Commissioners, department heads and County staff, other agencies and the public.
This is not an entry-level position. The county is looking for applicants who have at least four years of experience performing administrative support work. The ideal candidate will have strong skills with technology, especially with Microsoft Excel and Word. Appropriately qualified applicants who currently work for Churchill County will receive preference in the selection process. (If a current employee is selected, if it is a promotion the employee will be placed on the first step in the new pay range that represents a two-step increase.)
Consider working for Churchill County! The county pays 100% of the retirement contribution to PERS on your behalf (33.5% over and above your wage, equivalent to $19,800/year). The county pays 100% of the employee-only health insurance premiums (equivalent to $12,115/year).
AND
you will not have Social Security taken out of your paycheck, which results in an additional 6% take-home pay (equivalent to $3,550/year). The county also provides $50,000 of term life insurance, which the employee can increase if they want to.
If you are qualified and interested in this position, be sure to submit your application by 10:00 AM on November 22, 2024 at www.churchillcounty.org/careers. For your application to be considered complete, you MUST attach a resume to your application. Failure to do so will result in a negative evaluation of your application.
Position Summary:
Responsible for performing professional level administrative support to the County Manager and associated staff.
Distinguishing Characteristics:
This class is distinguished from other administrative support classification in that the nature, diversity, and scope of responsibility originating from the County Manager's Office require the frequent use of tact, discretion, initiative, and independent judgment.
Essential Functions
This job description indicates, in general, the nature and levels of work, knowledge, skills, abilities and other essential functions (as covered under the Americans with Disabilities Act) expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required.
Demonstrates regular, reliable and punctual attendance.Serves as liaison with, County staff, representatives of other organizations and the public by obtaining and providing information, facilitating the resolution of problems and concerns and ensuring a timely response from the appropriate County department or agency.Maintains and coordinates a detailed calendar of events, meetings and other activities requiring the County Manager's attendance and the participation of various departments and outside agencies; ensures that the Manager is cognizant of the calendar and has all required information and other materials for such functions.Receives and screens visitors and telephone calls, providing information and resolving complaints which regularly require the use of judgment and the interpretation of policies and procedures; prioritizes contacts for effective problem resolution and use of the County Manager's time.Researches, compiles and summarizes a variety of informational or statistical materials; contacts representatives of various County departments and outside entities to obtain materials on behalf of the County Manager.Relieves the County Manager of certain administrative matters by following up on projects, disseminating information, responding to requests and keeping informed of pertinent activities;Reviews materials produced by others for the County Manager's signature for procedural and typographical accuracy.Maintains liaison with and follows-up with various County departmental staff and outside entities to ensure assignments, problems and concerns have been addressed.Inputs or retrieves data and prepares documents and reports using a computer system; initiates correspondence and varied written materials independently; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.Prepares and maintains a variety of financial records and reports; prepares and monitors office budget and accounts payable and receivable.Creates, develops and maintains departmental and other county informational webpages.Coordinates, plans and arranges for a variety of special events, projects, tours, conferences and recognitions.Organizes and maintains various administrative, reference, personnel and follow-up files.Organizes own work, sets priorities and meets critical deadlines; ensures that such deadlines are met by other staff.May direct the work of support staff on a project basis.Makes travel arrangements for County Manager and County Commissioners.Reviews and prioritizes incoming mail, orders office supplies, provides for the maintenance of office equipment and shared departmental equipment, and follows-up on a variety of office and general county administrative matters.Administers grants; complies with reporting requirements; monitors contracts, expenditures, and budgets; prepares submissions for reimbursements.Represents the County with dignity, integrity, and a spirit of cooperation in all relationships with staff and the public.
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 Experience
Two (2) years of college level course work in business, office administration, management or a related field; AND four (4) years of executive level secretarial or administrative experience which has included providing office and administrative support to management staff; OR an equivalent combination of education, training and experience.
Required Knowledge and SkillsKnowledge of:
Office administrative and secretarial practices and procedures.County structure and general departmental functions and services.Use of specified computer applications involving word processing, data entry and/or standard report generation.Use of specified computer applications involving the design and management of databases or spreadsheet files and the development of special report formats and webpages.Business arithmetic.Applicable regulations, policies and statutes.Office administrative practices, procedures and business etiquette.Business letter writing and the standard format for typed materials.Preparation of formal meeting agendas and minutes.Record keeping principles and practices.Correct business English, including spelling, grammar and punctuation.Techniques for dealing with the public, in person and over the telephone.Skill in:
Providing varied, responsible, and often confidential secretarial and office administrative assistance to a chief executive officer and high-level administrative staff.Interpreting, applying and explaining complex policies and procedures.Using tact, discretion, initiative and independent judgment within established guidelines.Analyzing and resolving office administrative situations and problems.Researching, compiling, and developing a variety of informational materials.Composing correspondence and other written materials independently or from brief instructions.Establishing and maintaining effective working relationships with those contacted in the course of the work.Organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction.Contributing effectively to the accomplishment of team or department goals, objectives and activities.Required Certificates, Licenses and Registrations
Nevada Driver's License.May require Notary Public.
Physical Demands and Working Environment
The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Mobility to work in a typical office setting and use standard office equipment; stamina to sit for extended periods of time; strength and agility to lift and carry up to 20 pounds; vision to read printed materials and a computer screen, and hearing and speech to communicate over the telephone and in person.
Conditions of Employment
Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.New employees are required to submit to a background investigation and if hired for a safety-sensitive position, a drug/alcohol screen. Employment is contingent upon passing the background and the drug/alcohol screen (if applicable).Churchill County participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS, with information from each applicant's Form I-9 to confirm work authorization. All candidates who are offered employment must complete Section 1 of the Form I-9 along with the required proof of their right to work in the United States and proof of their identity prior to starting employment. Please be prepared to provide required documentation as soon as possible after the job offer is made.
DISCLAIMER:
Churchill County provides benefits to regular employees. Benefits are prorated for some part time, regular positions (depending on job). Most part time positions provide no benefits.
No Nevada state income tax
RetirementPublic Employees' Retirement System (PERS) of Nevada - Churchill County contributes 33.5% of an eligible Regular Member's salary for retirement. Churchill County contributes 50.0% of an eligible Police Member's salary for retirement. Retirement benefits are available to employees hired in positions that work 20 hours per week or more on a regular basis. Positions of less than 20 hours per week (or less than 1040 hours in a fiscal year) will receive Social Security contributions and will not be enrolled in PERS.
Deferred Compensation PlansEmployees can also participate in the VOYA 457 deferred compensation plan, which is funded by the employee. This allows the employee to save money in pre-tax dollars toward retirement.
Cafeteria Health Coverage Plan
- Full-time employees' health insurance begins the first of the month after one month of employment. (Employees must work an average 30 or more hours per week on a regular basis to qualify for health insurance coverage.)
The county offers a "Cafeteria" health plan to full-time employees, which allows employees to pick and choose the best health plan for them and their family. The county offers three health plans - a base PPO plan with a $1,500 deductible, a "buy-up" PPO plan with a $750 deductible, and a High Deductible Health Plan (HDHP) with a $2,700 deductible and a Health Savings Account (HSA), to which the county contributes $182 per month. In addition, the county also provides the following: a prescription plan, a dental plan, and a vision plan. The county currently contributes 100% of the employee premiums for the base PPO plan and the HDHP, as well as for the prescription, dental, and vision plans. Employees who elect dependent coverage pay 100% of the dependent premiums - employees can elect to have those premiums deducted in pre-tax dollars.
Vacation LeaveFull-time, regular county employees scheduled to work 40 hours per week accrue 8 hours per month of annual (vacation) leave per year. Part-time, regular county employees accrue annual (vacation) leave vacation at a prorated amount depending the number of hours worked. Employees earn additional annual leave hours at 5, 10, 15, and 25 years of service up to a maximum of 240 hours (30 days) per year. While on probation an employee is not granted vacation leave for the first six months; the employee still accrues vacation leave during this time and will be credited with 48 hours of vacation leave after six months of employment in their regular position.
Sick LeaveFull-time, regular county employees scheduled 10 hours of sick leave per month, with no maximum accrual. Part-time, regular employees accrue sick leave at a prorated amount depending the number of hours worked.
HOLIDAYS -
Regular county employees enjoy 12 paid holidays per calendar year including New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Nevada Day, Veteran's Day, Thanksgiving Day, Family Day (Friday after Thanksgiving), and Christmas Day. In addition, County employees are entitled to one floating holiday per year, to be used at a time agreed to by the employee and his or her supervisor. (Regular, part-time employees receive prorated holidays based on the number of hours normally worked.)
Tuition ReimbursementChurchill County values it's employees and empowers all employees to enhance their skills by taking job-related college courses as well as participating in job related workshops and seminars. To that end, for regular employees the county has a generous Tuition Reimbursement policy for accredited courses, reimbursing up to $1,200 per year in educational expenses.
01
Applicants for this position MUST attach and submit a resume through the online application portal along with their application. Not doing so will result in my application being considered incomplete and negatively impact me in the application process.
Yes, I understand this provision and have attached my resume as required.No, I did not attach my resume and cover letter, and I know this will cause my application to be incomplete.
02
How many years of full-time general administrative support experience do you have?
No Experience1 month to 1 year of Experience2 or 3 years of Experience4 or 5 years of ExperienceMore than 5 years of Experience
03
How many years of full-time customer service experience do you have in an office setting?
No Experience1 month to 1 year of Experience2 or 3 years of Experience4 or 5 years of ExperienceMore than 5 years of Experience
04
What is your highest level of comfort and familiarity with Microsoft Excel?
No ExperienceEntering Data into already-created spreadsheetsRevising and modifying formulas within already-created spreadsheetsCreating spreadsheets (including formulas) from scratchCreating more advanced spreadsheets from scratch, which include graphs, charts and pivot-tables
05
Describe your experience using Excel, including the types of spreadsheets you prepared (including your role in using the spreadsheets - i.e. data entry, writing formulas, etc.), that demonstrates you have the level of proficiency indicated above.
06
What is your highest level of comfort and familiarity with Microsoft Word?
No ExperienceUtilizing already-formatted forms and correspondence and filling in missing information.Creating documents (including formatting correspondence and other documents) from scratch.Integrating data and other files into Word documents to perform mail merges.
07
Describe your experience using Word, including the types of documents you prepared, that demonstrates you have the level of proficiency indicated.
08
What is your experience regularly coding and tracking expenditures and income for a departmental budget?
NoneSeldom (Once a month or less)Occasional (Once every couple weeks)Regularly (Once a week)Frequent (Multiple times a week)
09
Describe your experience coordinating between multiple people to ensure there was effective communication and collaboration.
Required Question