EXECUTIVE ASSISTANT

Green Country Workforce Development Board (GCWDB) reserves the right to change this job description at its discretion.

POSITION TITLE: Executive Assistant (Full-time 40 hours per week)

REPORTS TO: Executive Director/ Director of Operations

SALARY: $19.00 per hour

FLSA STATUS: Non-Exempt/ Hourly.

LOCATION: The main address/location for this position is Tahlequah, OK

WORK HOURS: The employee must work 40 hours per week. The employee has the option of working Monday-Friday from 8 a.m. to 5 p.m., with an hour off for lunch, or Monday-Friday from 8:30 a.m. to 5 p.m or 8a.m. to 4:30 p.m. with thirty minutes off for lunch. Once the employee’s schedule is established, you must adhere to the established schedule each week. Any future variation of the established schedule will need to be pre-approved by the Director of Program or GCWDB Executive Director.

BENEFITS: Employee’s medical, vision and dental insurance is paid at 100%, holiday and sick time, and 401K available
Position Summary
The Executive Assistant is supervised by the Executive Director and the Director of Operation for Green Country Workforce Development Board (GCWDB). The Executive Assistant is responsible for providing administrative and clerical support to the Green Country Workforce Development Board Development Board (GCWDB) and the Chief Elected Officials (CEO) and to the boards’ committees. Key responsibilities of the position are administrative/clerical, meeting coordination, open meeting requirement, inventory and ordering, and overall support for staff. Performs other duties as may be assigned.

Duties and Responsibilities

• Assists the Executive Director with administrative tasks as designated.
• Opens GCWDB mail, date stamps each item, gives to ED for review, then distribute to appropriate departments.
• Clean, arrange, and prepare meeting/training room.
• Organize and Maintain Storage & Computer/Server Room.
• Assist monitors and auditors during reviews and audits.
• Create agendas with guidance from the Executive Director for all board, executive committee, LEO consortium, youth committee and all other board Committees.
• Stay abreast and ensure compliance with the Oklahoma Open-Meeting Act.
• Post Meeting Agendas in accordance with the Oklahoma Open Meeting Act.
• Post Annual Meeting Schedules to Oklahoma Secretary of State (SOS) no later than December 15th of each year for all meetings as required by the Open Meeting Act.
• Serve as recording secretary for the minutes for all meetings to include, but not limited to GCWDB Meetings.
• Maintain records of all meeting materials, notices, and agendas.
• Assist with Maintaining & Purge all files and record keeping materials to be in compliance with record retention guidelines.
• Provide information and/or technical assistance to Board Staff, Service Providers and One-Stop operators, Board Members, and/or Local Elected Officials.
• Receives and refers phone calls and visitors to appropriate parties and local programs.
• Performs typing, filing, faxing, copying, miscellaneous correspondence, reports, and preparing material required in carrying out GCWDB business.
• Assists with various studies and research projects as directed, gathering information and data into appropriate reporting formats.
• Inventories office supplies and re-orders when low for the GCWDBA Title 1 staff and Board Staff.
• Maintains frequent contact, as required, with CEO, GCWDB partners, related groups, vendors and all committee members to provide necessary information; maintains up-to-date member ship list for CEO, LEO Consortium, GCWDB, Executive Committee, Youth committee or any other GCWDB committee.
• Responsible for website management and serves as liaison with IT professional for maintenance to ensure technology is in working order.
• Develops and maintains spreadsheets for specific system related functions.
• Provides general support and assistance for Board staff.
• Maintains the Inventory and list of assets for the GCWDB.
• Assists in the preparation of supporting documentation for audits and monitoring.
• Will assist with auditing invoices for approval by the Executive Director.
• Assist with auditing the monitoring reports for accuracy and completion.
• Assisting with policy writing and proofing documents for finalization.
• Assist GCWDB Executive Director with daily, weekly, and monthly projects.
• Board Support:
• Alerts Board members to Regular and Special Board meetings and Committee meetings.
• Coordinates all meetings, including but not limited to scheduling, room/meeting facility reservation, agenda and meeting materials, room preparation, attendee lists, compliance with Open Meeting Act, etc.
• Records & transcribes Board, CEO and Board Committee minutes.
• Serves as the point person for national or state conference logistics.
• Records, transcribes, and get the required signatures for minutes for Board, LEO consortium and committee meetings.

REQUIREMENTS

• Must be proficient in Microsoft Office Software to include, but not limited to Word, Excel, power point, outlook calendar and email and be able to learn new technologies quickly and proficiently.
• Must be willing to attend training courses, travel and have overnight stays.
• Must learn and stay adequately abreast of the Oklahoma Open Meeting Act and Open Records Laws.
• Familiarity with Green Country’s efforts to improve workforce quality, including the Workforce Investment Act, Oklahoma Department of Commerce; Oklahoma Employment Security Commission, DOL/ETA, and Governor’s Council on Workforce and Economic Development.
• Excellent interpersonal, communication, and organization skills.
• Ability to exercise discretion in handling confidential information and exercise sound judgment.
• Ability to multi-task; decision-making and problem-solving skills are important.
• Ability to work and communicate with staff, vendors, community, and governmental agencies, etc. to meet their needs in a professional, polite, courteous, and cooperative manner.
• Must display a high level of initiative, effort, and commitment towards completing assignments efficiently.
• Ability to work with minimum supervision and demonstrate attention to detail.
• A self-starter, highly organized, and able to work well with the GCWDB team, system partners and customers at all organizational levels.
• Polished presentation, interpersonal skills, communication, and public speaking skills.
• Highly innovative while maintaining attention to continuity, project sustainability, detail, and quality.
• Able to deliver objectives in a timely manner and in a high demand environment.
• Demonstrated strategic, analytical, problem solving and planning skills.
• Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, and governmental regulations.
• Possess strong team orientation with the ability to collaborate, influence, and negotiate.
• The duties and responsibilities listed in this job description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position or assigned by the GCWDB Executive Director. Oklahoma is designated as an at-will employment state, in most circumstances employers are permitted to terminate workers at any time, for any reason and without prior notice required.
• QUALIFICATIONS

Education:

• An associate degree or combination of education and experience in a related field is preferred, but not required.
• Three (3) or more years of experience related to administrative support.
• Must be proficient in Microsoft Word, Excel, and Outlook, as well as other Windows Operating Systems software, and possess excellent keyboard skills.

Licenses and Certificates: This position requires the possession of a valid Oklahoma Class "D" Operator's License. There will be some travel and overnight stays in this position, as required, to perform all job duties.

Probationary period for employment: It is understood and agreed that the first year of employment shall constitute a probationary period during which period the Employer may, in its absolute discretion, terminate the Employee's employment, for any reason without notice or cause.

This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.

The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the associate a general sense of the responsibilities and expectations of his/her position. As the nature of business demands change, so, too, may the essential functions of this position.

I acknowledge that I have read and understand this job description.

_________________________________________________________________________________________

Employee Signature Date

Job Type: Full-time

Pay: $19.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Tahlequah, OK 74464: Relocate before starting work (Required)

Work Location: In person