- Salary
- $57k – $67k/yr
- Location
- Kyle, TX, TX
- Department
- Administration
- Education
- High School
- Source
- GovernmentJobs
Description
Essential functions, as defined under the Americans with Disabilities Act, include the responsibilities, knowledge, skills, and other characteristics listed below. This list of responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Summary
Both independently and under general direction, the Executive Assistant performs complex secretarial, administrative support, and research assistance duties for the County Commissioner. This position serves as liaison between the Commissioner, department heads, local officials, and the public. This position serves as the primary contact point for the Commissioner’s Office. This position affects the operation of the office and requires the timely provision of services to others.
THIS POSITION IS NOT AVAILABLE UNTIL JANUARY 1ST 2027
Responsibilities
Executive and Administrative Support
- Manages and maintains the Commissioner's official calendar, including scheduling and coordinating appointments, meetings, workshops, presentations, community events, continuing education, and other official functions.
- Coordinates meeting logistics, prepares agendas and supporting documentation, and organizes materials for meetings, workshops, and presentations.
- Attends meetings, committee meetings, and official functions with or on behalf of the Commissioner, as directed.
- Coordinates travel arrangements for the Commissioner, including preparing itineraries and making transportation and lodging reservations.
- Plans, prioritizes, and coordinates daily administrative tasks to ensure the efficient operation of the Commissioner's office.
- Prepares and coordinates agenda items and supporting documentation for Commissioners Court.
- Serves as a liaison between the Commissioner, County departments, elected officials, governmental entities, and other external organizations.
Constituent Relations and Communication
- Serves as a primary point of contact for constituents, County employees, governmental agencies, and members of the public.
- Greets and assists visitors, answers and screens telephone calls, and directs inquiries to the appropriate individuals or departments.
- Responds to requests for information, addresses constituent questions and concerns, and provides appropriate referrals or assistance.
- Assists constituents and visitors with understanding procedures, completing forms, and accessing available County services and resources.
- Communicates constituent concerns, emerging issues, and other matters requiring attention to the Commissioner in a timely manner.
Correspondence, Research, and Records Management
- Drafts, edits, proofreads, and prepares correspondence and official documents, including letters, memoranda, reports, resolutions, orders, forms, and other administrative materials.
- Conducts research, gathers information, and prepares summaries and supporting documentation for County initiatives, projects, and issues under consideration by the Commissioner.
- Establishes, organizes, and maintains electronic and physical filing systems to ensure accurate recordkeeping and efficient retrieval of documents.
- Maintains administrative records, logs, spreadsheets, and other tracking systems to document activities, projects, and office operations.
- Prepares, copies, assembles, and distributes correspondence, reports, meeting materials, and other documents as needed.
- Assists in the preparation and administration of the Commissioner's annual departmental budget, including forecasting expenditures and monitoring available funds.
- Monitors departmental expenditures, reconciles budget line items, and assists in preparing financial reports and budget-related documentation.
- Prepares, processes, and maintains invoices, requisitions, expense reports, accounts payable documentation, contracts, and other financial records.
- Coordinates the purchase and maintenance of office supplies, equipment, and other resources necessary for daily operations.
- Assists in developing, implementing, and improving administrative procedures, workflows, and document formats to enhance office efficiency.
- Ensures administrative services, correspondence, and assigned tasks are completed accurately, professionally, and within established timelines.
- Keeps the Commissioner informed of operational concerns, scheduling conflicts, project updates, and other matters requiring attention.
- Performs other duties as assigned.
- Requires High School Diploma or GED.
- Bachelor’s degree preferred.
- Three years of experience in office management, administrative support, secretarial or highly responsible office/clerical work.
- Any equivalent combination of experience or education may be substituted on a year for year basis.
- Class C driver’s license.
- Bilingual proficiency in English and Spanish, including the ability to communicate effectively with constituents verbally and in writing.
- Experience working in local government, an elected official's office, or another public-sector organization.
- Experience providing executive-level administrative support, including calendar management, correspondence, meeting coordination, and preparation of official documents.
- Experience in constituent services, community outreach, or public-facing positions serving diverse populations.
- Experience working with community organizations, nonprofit agencies, governmental entities, and other local stakeholders.