PUBLIC WORKS DEPARTMENT - EXECUTIVE ASSISTANT

Executive AssistantThe Executive Assistant under limited supervision, performs complex administrative support duties for a County Elected Official. Work responsibilities may extend to providing work direction to other support staff.Minimum QualificationsBilingual in English/Spanish preferred. Acceptable experience and education include a Bachelor's degree from an accredited university in Business or a related field with six (6) years of executive/staff support experience. Alternatively, any equivalent combination of education, experience, and training which provides the required knowledge, skills, and abilities. Certificates and licenses required include a personal mobile smart device and a valid driver's license applicable to job responsibilities, with a driving record acceptable to the County of El Paso.Typical DutiesServes as a point of phone or personal contact for outside agencies, other County departments, and the general public regarding inquiries or complaints about a specific program and/or its services; receives and screens visitors for the entire department; gathers, organizes, and summarizes information for special projects; prepares various routine and complex reports, tables, graphs, and statistical summaries; including the organization and maintenance of various administrative duties; makes appointments and maintains a calendar, schedules and arranges for meetings and makes travel and meeting related arrangements; routes and handles organizing meetings by notifying participants, makes room arrangements, prepares agendas and required information materials, attends meetings and prepares minutes; follows up on projects, transmits information, and keeps informed of pertinent activities; works with ITD on department's website and ensures documentation is updated and maintained; prepares correspondence, reports, and other materials from rough drafts or from other source documents for review and signature; reads and reviews incoming and outgoing correspondence; provides work direction to other support staff; provides training and technical guidance; transmits directive, instructions, and assignments and follow up on the status of assignments within the department and County-wide; establishes and maintains records and filing systems; archives, transfers, revises, sorts, and extracts files and documents; posts public meeting announcements; maintains staff activity schedules; prepares payroll documents; processes billings and invoices for payment; receives payments; issues receipts; monitors spending; provides information and resolves complaints; makes executive decisions in the absence of department head or designee; performs special projects as assigned; researches, compiles, and summarizes a variety of information or statistical materials from multiple sources; prepares a variety of studies, reports, and relates information for decision making purposes; recommends actions to be taken on office expenditures such as equipment supply needs; stays abreast of new trends and innovations in the field; depending on area assigned: schedules trials and pre-trials, conferences, and meetings; develops agendas; records and produces meeting minutes; performs special projects; manages department head calendar, travel, via phone, and document correspondence; serves as a notary public for legal documents; assists in creating requisitions through NeoGov system, reviewing application, schedules, and participates in interviews; processes applications for County Board members; contacts applicants; coordinates interviews; prepares certificates; updates board website, attends board meeting, and prepares and reviews minutes as necessary; prepares media advisories; prepares and submits agenda items; verifies and tracks board member requirements; and recommends actions to be taken on CIP request. Substitutes, if assigned, during temporary absences by performing delegated duties sufficient to maintain continuity of normal operations; commits self to providing excellent customer service and demonstrate commitment through cooperative team and individual efforts; creates a high quality work culture through participation in and emphasis on training and mentoring to develop leadership, management, and technical skills in self and all employees, including safety related training and skills.Job SummaryThe Executive Assistant under limited supervision, performs complex administrative support duties for a County Elected Official. Work responsibilities may extend to providing work direction to other support staff.Additional InformationMinimum requirements include knowledge of the principles and practices of accounting; modern office administration; the methods and practices of collections; secretarial practices; the court system; legal terminology principles and practices of administrative management; the principles and practices of effective customer service; principles and practices of effective employee supervision; County organization, operations, policies, and procedures; knowledge of report preparation, documents file creation and presentation; English usage, grammar, punctuation, and spelling; techniques for effective interpersonal communications; modern office procedures, methods, and computer equipment to include Windows and Microsoft based products.

Skills/Ability to: ability to foresee, interpret, and analyze circumstances, conditions, and events, data and records as necessary; balance general ledgers, reconcile accounts and make journal entries; operate a personal computer and various software applications; conduct research, develop appropriate documentation, assess and prioritize multiple tasks, projects, and demands to meet scheduled requirements; establish and maintain effective working relations with co-workers and customers to promote and support a productive work environment; work efficiently independently and in a team environment to meet established goals and objectives; communicate effectively in verbal and written forms to respond effectively to customers and staff; exercise initiative and independent judgment within established procedural guidelines in performance of daily duties; responding effectively to customers; assessing and prioritizing multiple tasks, projects, and demands; reading, interpreting, and communicating instructions; compilation, analysis, and presentation of statistical information; use initiative and independent judgment within established procedural guidelines; complete projects on time and within budget; operate personal computer using standard office operating software and general office equipment; prepare and maintain records, maintain filing systems, compile and organize information; communicate effectively both orally and in writing; promote program activities; make mathematical computations; prepare clear, concise, and comprehensive written reports, and staff studies; schedule, supervise, train, and evaluate assigned staff; and establish and maintain cooperative and effective relationships with those contacted during the course of work. Pass a background investigation. Each and every county position requires the following professional skills and abilities as key and necessary elements of performance: demonstrate regular and reliable attendance; work well with others and participate fully in a team oriented environment; interface with other employees and customers in a courteous and respectful manner; maintain strict confidentiality; project positive support of their department and all organizations receiving El Paso County service at all times; and maintain and enhance the County's commitment to customer service excellence. Reports to: Department Head. Directs: Non-supervisory position; however, may provide work direction to other support staff. Other: Has frequent contact with elected officials, department heads, county employees, other agencies, contractors, Board Members, vendors, regulatory and funding agencies, and the general public.BenefitsEl Paso County offers a very comprehensive benefit package (some benefits may not apply to part time or temporary employees) consisting of the following: HOLIDAYS 16 holidays per year as recognized. VACATION Accruals are credited on a biweekly basis and available for use as it is accrued after 6 months of continuous service. Year to year carry-over accruals are limited to twice the employee's annual rate. Part-time employees accrue vacation at half the rate of full-time employees. 10 days (1 through less than 5 years of service) 15 days (5 through less than 15 years of service) 20 days (15 years of service or over) SICK LEAVE Accruals are credited on a biweekly basis and available for use as it is accrued after 3 months of full time service. Employees accrue 15 days of sick leave per year. MISCELLANEOUS PAID LEAVES Military Leave – 15 days of paid leave per fiscal year for active military service Bereavement Leave – 3 days of paid leave for the death of an immediate family member and 4 hours for other family members and friends. MEDICAL HEALTH BENEFITS Plan Costs – Biweekly Rates Effective January 1, 2026 to December 31, 2026 Medical Consumer Driven Health Plan (CDHP) No Discounts EE Only $5.34 EE & Spouse $145.30 EE & Children $101.93 EE & Family $200.09 6% Wellness Discount EE Only - $5.02 EE & Spouse - $136.58 EE & Children - $95.81 EE & Family - $188.09 Core Plan No Discounts EE Only - $35.70 EE & Spouse - $226.41 EE & Children - $174.96 EE & Family - $322.25 6% Wellness Discount EE Only - $33.56 EE & Spouse - $212.83 EE & Children - $164.46 EE & Family - $302.92 RETIREMENT Retirement benefits are provided by the Texas County and District Retirement Fund (TCDRS). Regular employees become a member of TCDRS upon hire. All regular employees are required to contribute 7% to the retirement fund and the County matches 250% upon eligible retirements. DEFERRED COMPENSATION Employees may defer earnings, on a pre-tax basis, into a 457 deferred compensation program. This is an optional program. LIFE INSURANCE Full-time County employees are provided a basic life insurance benefit of $10,000 life insurance at no cost. Supplemental coverage is available for additional fees. LONG-TERM DISABILITY The Long-Term disability program provides 60% of the employees' income when the employee becomes disabled because of an illness, injury, or accident for a period above 90 days.