Fulton County, GA
EXECUTIVE ASSISTANT Job at Fulton County, GA in Atlanta
Fulton County, GA, Atlanta, GA, United States
Salary: $61,380.00 - $114,167.00 Annually
Location : VARIOUS LOCATIONS IN FULTON COUNTY, GA
Job Type: FULL-TIME
Department: REAL ESTATE & ASSET MANAGEMENT
Opening Date: 11/27/2024
Closing Date: 12/13/2024 11:59 PM Eastern
Pay Grade:: 18
UNCLASSIFIED POSITION IN THE DEPARTMENT OF REAL ESTATE AND ASSET MANAGEMENT
Please refrain from attaching personal and identifiable information: Driver's License, Photo on Resumes, DD214, Vaccination cards, etc.
Minimum Qualifications:
Associate's degree in secretarial science or office administration required, Bachelor's degree preferred; supplemented by five (5) years of progressively responsible experience that includes secretarial work at an executive/senior level, office administration (preferably in a municipal environment), customer service, record management, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Resumes are welcomed without personal and identifiable information
Specific License or Certification Required: May require possession and maintenance of valid State of Georgia Notary Public certification.
EXAMINATION:
The examination will consist of an evaluation of education and experience, accomplished by analysis of the application. Application must document that the applicant possesses the minimum knowledge, skills, education and experience as listed to be rated as qualified. If selected, an official, accredited college transcript is required, at time of employment, for all degrees/course work used to qualify for this position.
ALL APPLICATIONS MUST BE COMPLETED IN FULL BEFORE THEY ARE SUBMITTED. PLEASE REVIEW ALL APPLICATIONS FOR ACCURACY AND MAKE ALL CORRECTIONS BEFORE SUBMITTAL BECAUSE ERRORS CAN RESULT IN NOT MEETING THE MINIMUM QUALIFICATIONS. ADDITIONAL INFORMATION WILL NOT BE ACCEPTED AFTER APPLICATIONS ARE RECEIVED BY THE DEPARTMENT OF HUMAN RESOURCES MANAGEMENT.
Purpose of Classification:
The purpose of this classification is to provide administrative support to the assigned department headcharacterized by the highest degree of interaction with various officials and dignitaries, and wherein client relations are more sensitive and considered critical to the operations of the organization at the highest executive level of county government. Work often requires a broader knowledge and comprehension of techniques, information, methods, and organizational procedures, wherein a moderate latitude for judgment relative to understanding and interpretation is required. Job duties can be learned from more formalized instruction or an apprenticeship of moderate duration. This is a restricted classification subject to a limited number of positions countywide.
Essential Functions:
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Provides executive/administrative support to the assigned department head: relieves executive staff of routine administrative tasks; screens calls, mail, and e-mail messages and initiates appropriate action/response; composes, types, edits, or proofreads correspondence on behalf of executives; records and/or transcribes dictation; keeps executives informed of significant matters, messages, documentation, or other information; conducts special projects as needed; and maintains confidentiality of departmental documentation and issues.
Serves as liaison between the assigned department and other departments/divisions, staff members, City officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; circulates documentation to appropriate departments.
Conducts advanced research on behalf of the assigned department headto aide in matters under consideration: utilizes department files, court/legal records, database records, electronic data sources, hardcopy materials, Internet sites, or other sources as needed; compiles and/or monitors various administrative and statistical data pertaining to County operations; researches information pertinent to task or project; analyzes data and identifies trends; writes, prepares, formats, or otherwise generates reports, presentations, white papers, and other documents; makes recommendations for changes in administrative policies and procedures to improve operations, provide more responsive service, and/or optimize the use of resources; and develops recommendations for changes in departmental policies and procedures; and provides technical assistance and information to management to aide decision making.
Coordinates the daily administrative activities of assigned department: coordinates department projects and activities; monitors status of projects/workflow and troubleshoots problem situations; works to independently resolve problems and initiates appropriate action/response; coordinates communications and conveys information among department/division personnel; coordinates, conducts, or attends staff meetings to review department plans, progress, budgets, and other activities.
Provides direction, training, guidance and assistance to employees; coordinates projects and daily work activities; organizes, prioritizes, and assigns work; monitors status of work, inspects completed work, and troubleshoots problem situations.
Coordinates and assists with processing of a variety of documentation associated with department operations within designated timeframes and per established procedures; receives, reviews, records, types, and/or distributes documentation; enters data into computer systems; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; maintains computerized and/or hardcopy records.
Provides administrative support and coordination for various meetings at the executive management level, which may include the Board of Commissioners, elected officials, and other ; prepares meeting agenda documents; coordinates meeting facilities, equipment, and refreshments; prepares and distributes agendas, meeting notices, meeting packets, and related documentation; records and/or transcribes meeting minutes; distributes meeting minutes to departments and other individuals; labels and indexes tapes of meetings; researches previous meeting minutes as needed; prepares monthly time sheets for board members; coordinates arrangements for board training activities; maintains board records.
Maintains calendar/schedule of activities for the assigned department head and/orexecutive staff; schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; updates calendar on a regular basis and notifies parties involved of changes.
Coordinates arrangements for various meetings: notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; maintains records.
Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for executives or other staff.
Maintains file system of various files/records for the department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents; Monitors inventory of department/division supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies; obtains/issues purchase orders; enters purchase order data into computer.
Types, composes, transcribes, prepares, or completes various forms, reports, correspondence, lists, charts, performance evaluations, purchase requisitions, purchase orders, statistical reports, meeting notices, agendas, meeting minutes, notices, proclamations, resolutions, legal documents, or other documents.
Receives various forms, reports, correspondence, logs, lists, schedules, calendars, invoices, statistical data, time sheets, job applications, road inventory, minute books, catalogs, laws, regulations, ordinances, policies, procedures, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, bookkeeping, case management, presentation, desktop publishing, calendar, Internet, e-mail, or other programs.
Plans events such as groundbreaking ceremonies, dedication ceremonies, or other activities; coordinates framing of certificates, maps, or other documents.
Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary.
Communicates with County officials, Board members, employees, other departments, attorneys, vendors, the public, state/federal agencies, outside agencies, the media, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Additional Functions:
Performs other related duties as required.
Performance Aptitudes:
Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
Human Interaction: Requires the ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Functional Reasoning: Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.
It is the policy of Fulton County that there will be equal opportunity for every citizen, employee and applicant, based upon merit without regard to race, color, religion, national origin, gender, age, genetics, disability or sexual orientation.
01
The answers you provide to the supplemental questions will be used to determine if you meet the minimum qualifications for this position. Your responses pertaining to specific work experience and education must be clearly shown in the areas for work history and education on your application. Your application must be completed in full before it is submitted. Please review all applications for accuracy and make all corrections before submittal because errors can result in not meeting the minimum qualifications. We do not accept additional information after your application has been received by the Department of Human Resources Management.Do you accept these conditions?
02
In what field of study related to this position do you posses an Associate Degree, Bachelor Degree, Master Degree, Doctoral Degree, or have earned College Credits?
03
What is your highest level of education completed?
04
If you have received some college credits related to this position, but DID NOT receive your degree, how many college credits did you earn?
05
How many months/years of executive/senior level experience do you have performing clerical, administrative support, secretarial, customer services and record management, and personal computer operations experience?
06
Please describe your experience providing administrative support to Executive Management, a Department Head and/or high-ranking individuals in a politically sensitive environment, in which it is critical to remain impartial. If you do not have experience in this area, please respond N/A
07
This role requires working with information that is highly confidential. Please describe your experience working with confidential information. If you do not have experience in this area, please respond N/A
08
The Executive Assistant is typically the first point of contact for the public and all levels of the County Organization.Please describe your experience interacting with and screening calls from the public, department heads and other high-ranking officials.If you do not have experience in this area, please respond N/A
09
Please describe your experience and level of proficiency in drafting, editing, and proofreading documents.If you do not have experience in this area, please respond N/A
10
Please describe your experience in maintaining an executive's calendar, and coordinating and scheduling meetings.If you do not have experience in this area, please respond N/A
11
As an Executive Assistant for the Department Head, it is critical to work in an organized manner, to be able to reprioritize at any given moment, and still meet critical deadlines. Please indicate your experience working in this type of environment. If you do not have experience in this area, please respond N/A
12
Please describe your experience handling multiple assignments, meeting deadlines, and working in a fast-paced environment.
13
Please select the option that best indicates your level of proficiency using Microsoft Office Suite (Microsoft Word, Excel, Access, PowerPoint, etc.)
14
Please list the major software programs (e.g. Microsoft Word, Word Perfect, Excel, Access, PowerPoint, etc.) you have used and include a brief description of a project or task you have completed with each software program that best demonstrates your level of proficiency with the software.
Required Question
Location : VARIOUS LOCATIONS IN FULTON COUNTY, GA
Job Type: FULL-TIME
Department: REAL ESTATE & ASSET MANAGEMENT
Opening Date: 11/27/2024
Closing Date: 12/13/2024 11:59 PM Eastern
Pay Grade:: 18
UNCLASSIFIED POSITION IN THE DEPARTMENT OF REAL ESTATE AND ASSET MANAGEMENT
Please refrain from attaching personal and identifiable information: Driver's License, Photo on Resumes, DD214, Vaccination cards, etc.
Minimum Qualifications:
Associate's degree in secretarial science or office administration required, Bachelor's degree preferred; supplemented by five (5) years of progressively responsible experience that includes secretarial work at an executive/senior level, office administration (preferably in a municipal environment), customer service, record management, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Resumes are welcomed without personal and identifiable information
Specific License or Certification Required: May require possession and maintenance of valid State of Georgia Notary Public certification.
EXAMINATION:
The examination will consist of an evaluation of education and experience, accomplished by analysis of the application. Application must document that the applicant possesses the minimum knowledge, skills, education and experience as listed to be rated as qualified. If selected, an official, accredited college transcript is required, at time of employment, for all degrees/course work used to qualify for this position.
ALL APPLICATIONS MUST BE COMPLETED IN FULL BEFORE THEY ARE SUBMITTED. PLEASE REVIEW ALL APPLICATIONS FOR ACCURACY AND MAKE ALL CORRECTIONS BEFORE SUBMITTAL BECAUSE ERRORS CAN RESULT IN NOT MEETING THE MINIMUM QUALIFICATIONS. ADDITIONAL INFORMATION WILL NOT BE ACCEPTED AFTER APPLICATIONS ARE RECEIVED BY THE DEPARTMENT OF HUMAN RESOURCES MANAGEMENT.
Purpose of Classification:
The purpose of this classification is to provide administrative support to the assigned department headcharacterized by the highest degree of interaction with various officials and dignitaries, and wherein client relations are more sensitive and considered critical to the operations of the organization at the highest executive level of county government. Work often requires a broader knowledge and comprehension of techniques, information, methods, and organizational procedures, wherein a moderate latitude for judgment relative to understanding and interpretation is required. Job duties can be learned from more formalized instruction or an apprenticeship of moderate duration. This is a restricted classification subject to a limited number of positions countywide.
Essential Functions:
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Provides executive/administrative support to the assigned department head: relieves executive staff of routine administrative tasks; screens calls, mail, and e-mail messages and initiates appropriate action/response; composes, types, edits, or proofreads correspondence on behalf of executives; records and/or transcribes dictation; keeps executives informed of significant matters, messages, documentation, or other information; conducts special projects as needed; and maintains confidentiality of departmental documentation and issues.
Serves as liaison between the assigned department and other departments/divisions, staff members, City officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; circulates documentation to appropriate departments.
Conducts advanced research on behalf of the assigned department headto aide in matters under consideration: utilizes department files, court/legal records, database records, electronic data sources, hardcopy materials, Internet sites, or other sources as needed; compiles and/or monitors various administrative and statistical data pertaining to County operations; researches information pertinent to task or project; analyzes data and identifies trends; writes, prepares, formats, or otherwise generates reports, presentations, white papers, and other documents; makes recommendations for changes in administrative policies and procedures to improve operations, provide more responsive service, and/or optimize the use of resources; and develops recommendations for changes in departmental policies and procedures; and provides technical assistance and information to management to aide decision making.
Coordinates the daily administrative activities of assigned department: coordinates department projects and activities; monitors status of projects/workflow and troubleshoots problem situations; works to independently resolve problems and initiates appropriate action/response; coordinates communications and conveys information among department/division personnel; coordinates, conducts, or attends staff meetings to review department plans, progress, budgets, and other activities.
Provides direction, training, guidance and assistance to employees; coordinates projects and daily work activities; organizes, prioritizes, and assigns work; monitors status of work, inspects completed work, and troubleshoots problem situations.
Coordinates and assists with processing of a variety of documentation associated with department operations within designated timeframes and per established procedures; receives, reviews, records, types, and/or distributes documentation; enters data into computer systems; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; maintains computerized and/or hardcopy records.
Provides administrative support and coordination for various meetings at the executive management level, which may include the Board of Commissioners, elected officials, and other ; prepares meeting agenda documents; coordinates meeting facilities, equipment, and refreshments; prepares and distributes agendas, meeting notices, meeting packets, and related documentation; records and/or transcribes meeting minutes; distributes meeting minutes to departments and other individuals; labels and indexes tapes of meetings; researches previous meeting minutes as needed; prepares monthly time sheets for board members; coordinates arrangements for board training activities; maintains board records.
Maintains calendar/schedule of activities for the assigned department head and/orexecutive staff; schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; updates calendar on a regular basis and notifies parties involved of changes.
Coordinates arrangements for various meetings: notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; maintains records.
Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for executives or other staff.
Maintains file system of various files/records for the department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents; Monitors inventory of department/division supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies; obtains/issues purchase orders; enters purchase order data into computer.
Types, composes, transcribes, prepares, or completes various forms, reports, correspondence, lists, charts, performance evaluations, purchase requisitions, purchase orders, statistical reports, meeting notices, agendas, meeting minutes, notices, proclamations, resolutions, legal documents, or other documents.
Receives various forms, reports, correspondence, logs, lists, schedules, calendars, invoices, statistical data, time sheets, job applications, road inventory, minute books, catalogs, laws, regulations, ordinances, policies, procedures, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, bookkeeping, case management, presentation, desktop publishing, calendar, Internet, e-mail, or other programs.
Plans events such as groundbreaking ceremonies, dedication ceremonies, or other activities; coordinates framing of certificates, maps, or other documents.
Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary.
Communicates with County officials, Board members, employees, other departments, attorneys, vendors, the public, state/federal agencies, outside agencies, the media, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Additional Functions:
Performs other related duties as required.
Performance Aptitudes:
Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
Human Interaction: Requires the ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Functional Reasoning: Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.
It is the policy of Fulton County that there will be equal opportunity for every citizen, employee and applicant, based upon merit without regard to race, color, religion, national origin, gender, age, genetics, disability or sexual orientation.
01
The answers you provide to the supplemental questions will be used to determine if you meet the minimum qualifications for this position. Your responses pertaining to specific work experience and education must be clearly shown in the areas for work history and education on your application. Your application must be completed in full before it is submitted. Please review all applications for accuracy and make all corrections before submittal because errors can result in not meeting the minimum qualifications. We do not accept additional information after your application has been received by the Department of Human Resources Management.Do you accept these conditions?
- Yes
- No
02
In what field of study related to this position do you posses an Associate Degree, Bachelor Degree, Master Degree, Doctoral Degree, or have earned College Credits?
- Business Administration
- Public Administration
- Accounting
- Economics
- Finance
- Political Science
- None of the Above
03
What is your highest level of education completed?
- High School Diploma/GED Equivalent
- Some College
- Associate Degree
- Bachelor Degree
- Master Degree
- None of the above
04
If you have received some college credits related to this position, but DID NOT receive your degree, how many college credits did you earn?
- 0 - 29 Semester Hours
- 30 - 59 Semester Hours
- 60 - 89 Semester Hours
- 90 -119 Semester Hours
- 0 - 44 Quarter Hours
- 45 - 89 Quarter Hours
- 90 - 134 Quarter Hours
- 135 - 179 Quarter Hours
- Does not Apply
05
How many months/years of executive/senior level experience do you have performing clerical, administrative support, secretarial, customer services and record management, and personal computer operations experience?
- 0 months to 5 months
- 6 months less than 1 year
- 1 year less than 2 years
- 2 years less than 3 years
- 3 years less than 4 years
- 4 years less than 5 years
- 5 years less than 6 years
- 6 years less than 7 years
- 7 years or more
06
Please describe your experience providing administrative support to Executive Management, a Department Head and/or high-ranking individuals in a politically sensitive environment, in which it is critical to remain impartial. If you do not have experience in this area, please respond N/A
07
This role requires working with information that is highly confidential. Please describe your experience working with confidential information. If you do not have experience in this area, please respond N/A
08
The Executive Assistant is typically the first point of contact for the public and all levels of the County Organization.Please describe your experience interacting with and screening calls from the public, department heads and other high-ranking officials.If you do not have experience in this area, please respond N/A
09
Please describe your experience and level of proficiency in drafting, editing, and proofreading documents.If you do not have experience in this area, please respond N/A
10
Please describe your experience in maintaining an executive's calendar, and coordinating and scheduling meetings.If you do not have experience in this area, please respond N/A
11
As an Executive Assistant for the Department Head, it is critical to work in an organized manner, to be able to reprioritize at any given moment, and still meet critical deadlines. Please indicate your experience working in this type of environment. If you do not have experience in this area, please respond N/A
12
Please describe your experience handling multiple assignments, meeting deadlines, and working in a fast-paced environment.
13
Please select the option that best indicates your level of proficiency using Microsoft Office Suite (Microsoft Word, Excel, Access, PowerPoint, etc.)
- Beginner
- Intermediate
- Advanced
- Expert
14
Please list the major software programs (e.g. Microsoft Word, Word Perfect, Excel, Access, PowerPoint, etc.) you have used and include a brief description of a project or task you have completed with each software program that best demonstrates your level of proficiency with the software.
Required Question