What are the responsibilities and job description for the Executive Assistant position at Bainbridge Island Metro Park & Recreation District?
Description
General Statement of Duties:
Performs a wide variety of advanced journey-level administrative and office management responsibilities for the Town Manager and Assistant Town Manager, requiring a thorough understanding of overall Town functions, their inter-relationships and their relationship to the overall administration of Town operations.
Distinguishing Features Of The Class
The Executive Assistant’s primary responsibility is to manage the administrative work of the Town Manager’s Office and to ensure efficient service for the Office of the Town Manager, Town Administration, and the public. Responsibilities require tact, discretion, diplomacy, initiative and independent judgment, as well as knowledge of Town activities and a strong ability to implement Town administrative procedures. Special projects are often assigned and are expected to be completed with minimal supervision. This position will perform a wide variety of complex administrative support tasks requiring initiative, independent judgment and extensive working knowledge of Town organization and programs. Work entails political, confidential and sensitive issues requiring a high degree of discretion and tact involving extensive contact with interdepartmental staff, elected officials, outside agencies and organizations, and the general public. This class is distinguished from other administrative classes in that the nature, scope, and diversity of responsibilities require a broader understanding of Town functions and the competence to perform duties that require the exercise of discretion and independence with respect to matters of significance. Work is performed under the general supervision of the Town Manager and is evaluated through observation, conferences, and the quality and effectiveness of work completed. Work may include supervision over interns or other part-time personnel.
Examples of Duties
Duties And Responsibilities
Knowledge, Skills, and Abilities:
Physical Requirements
All licenses and certifications must be maintained as a condition of employment.
Medical Insurance
The Town pays for medical insurance coverage for regular employees through Blue Cross Blue Shield of NC. You may choose to extend coverage to eligible dependents through payroll deductions on a pre-tax basis. Coverage begins on the first day of the month following employment (e.g. work begins Jan 15, coverage begins Feb 1).
Vision Insurance
The Town pays for vision insurance coverage for regular employees through MetLife. You may choose to extend coverage to eligible dependents through payroll deductions on a pre-tax basis. Coverage begins on the first day of the month following employment (e.g. work begins Jan 15, coverage begins Feb 1).
Dental Insurance
The Town pays for dental insurance coverage for regular employees through MetLife. You may choose to extend coverage to eligible dependents through payroll deductions on a pre-tax basis. Coverage begins on the first day of the month following employment (e.g. work begins Jan 15, coverage begins Feb 1).
Telemedicine
The Town provides 24/7 access to doctors through Teladoc. Regular Town employees and their in-home family members are covered. Coverage begins on the first day of the month following employment (e.g. work begins Jan 15, coverage begins Feb 1).
Flexible Spending Accounts
The Town offers employees the option of setting aside money for medical and dependent care expenses using pre-tax dollars through Flores Flexible Spending.
Local Governmental Employees Retirement System
All regular employees are automatically enrolled into the NC Local Governmental Employees Retirement System (NCLGERS). The employee contributes 6% of gross wages to the retirement account. The Town contributes based on guidelines set by the retirement system. Participation begins on the first day of work. Employees are fully vested after 5 years of creditable service.
401k Supplemental Retirement
The Town contributes 5% of gross wages for regular employees through the Empower Retirement System. Employees may voluntarily elect to make additional contributions on a pre-tax or after-tax basis. Participation begins on the first day of work.
Life Insurance
All regular employees are provided a basic life insurance benefit of $25,000 through MetLife, and the Town pays the full premium cost. Coverage begins 30 days after the first day of work (e.g. work begins Jan 15, coverage begins Feb 15).
Short-term Disability Insurance
The Town pays for short-term disability insurance coverage for regular employees through MetLife. Insurance payments begin on the 8th day of disability, with a maximum payment period of 26 weeks. Coverage begins 30 days after the first day of work (e.g. work begins Jan 15, coverage begins Feb 15).
Holidays
The Town follows the holiday schedule for the State of North Carolina, which currently includes 13 paid holidays per year: New Year's Day, Martin Luther King Jr Day, Good Friday, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans Day, Thanksgiving (2), and Christmas (3).
Vacation Leave
Vacation leave is earned at a rate based on length of service, beginning with a rate of 1 day per month. Leave accrues bi-weekly with the payroll process. You are required to complete six months of service before vacation leave will be granted. Vacation leave accumulation is capped at 30 days; excess hours may be eligible for transfer to sick leave.
Sick Leave
Sick leave is earned at a rate of 1 day per month. Leave accrues bi-weekly with the payroll process. Town employees may accumulate sick leave indefinitely.
Parental Leave
Eligible employees may receive up to 6 weeks of paid parental leave for the birth or adoption of a child.
Employee Assistance Program
The Town provides free, confidential support for personal, work-related, and family concerns.
Special Separation Allowance for Law Enforcement Officers
Law enforcement officers who retire on a service allowance may be eligible for a monthly separation allowance payable until age 62. Other conditions also apply.
Workers Compensation
All Town employees are covered under the North Carolina Worker's Compensation Act. This act covers those employees who suffer injuries as a result of an accident while performing duties. It will pay medical expenses and a portion of the employee's salary if the individual is out of work as a result of a work-related disability.
Social Security
Town employees are members of the Social Security System. Each employee contributes 6.2% of their annual salary, and the Town contributes the same amount. Social Security benefits include retirement and disability payments and survivor's insurance.
Local Government Federal Credit Union Membership
As a municipal employee, you are eligible to join the Local Government Federal Credit Union. The credit union provides a variety of services such as checking accounts, savings accounts, low-interest loans, and investment options.
Tuition Assistance
Full-time employees who have completed their initial probationary period may receive financial reimbursement assistance of up to $1,000 per fiscal year for satisfactory completion of courses relating to their present job or future position with the Town.
Law Enforcement Take Home Vehicle
Full-time employees in a law enforcement capacity may qualify for the take-home vehicle program if they reside within the approved commuting area.
General Statement of Duties:
Performs a wide variety of advanced journey-level administrative and office management responsibilities for the Town Manager and Assistant Town Manager, requiring a thorough understanding of overall Town functions, their inter-relationships and their relationship to the overall administration of Town operations.
Distinguishing Features Of The Class
The Executive Assistant’s primary responsibility is to manage the administrative work of the Town Manager’s Office and to ensure efficient service for the Office of the Town Manager, Town Administration, and the public. Responsibilities require tact, discretion, diplomacy, initiative and independent judgment, as well as knowledge of Town activities and a strong ability to implement Town administrative procedures. Special projects are often assigned and are expected to be completed with minimal supervision. This position will perform a wide variety of complex administrative support tasks requiring initiative, independent judgment and extensive working knowledge of Town organization and programs. Work entails political, confidential and sensitive issues requiring a high degree of discretion and tact involving extensive contact with interdepartmental staff, elected officials, outside agencies and organizations, and the general public. This class is distinguished from other administrative classes in that the nature, scope, and diversity of responsibilities require a broader understanding of Town functions and the competence to perform duties that require the exercise of discretion and independence with respect to matters of significance. Work is performed under the general supervision of the Town Manager and is evaluated through observation, conferences, and the quality and effectiveness of work completed. Work may include supervision over interns or other part-time personnel.
Examples of Duties
Duties And Responsibilities
- Researches, prioritizes, and follow-ups on sensitive issues and concerns addressed to the Town Manager and recommends appropriate courses of action, referral, or response.
- Coordinates, refers, and/or assumes responsibility for investigating and responding to various inquiries and complaints from citizens and officials; prepares draft letters for signature in response to the inquiries/complaints.
- Maintains official records and executes administrative policies in conjunction with other officials.
- Interprets Town policy, procedures, laws, and regulations in response to routine inquiries and complaints; refer inquiries as appropriate.
- Independently respond to letters and general correspondence of a routine nature.
- Composes, prepares and proofreads confidential correspondence, reports, and other complex documents.
- Recommends organizational and procedural changes affecting support activities.
- Compiles data for special projects and various reports; assist in assembling Town Council agenda items as needed; maintains Town Manager files and mail log.
- Prioritizes needs, handles matters expeditiously, proactively, and leads coordination of follow through on town-wide initiatives to successful completion, often with conflicting deadlines.
- Provides a bridge for smooth communication between Town Administration and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff.
- Oversees and ensures that the administrative functions of the Office of the Town Manager are effectively carried out.
- Manages the Town Manager’s calendar; functions as the liaison between the Town Manager’s Office and the Town Council.
- Coordinates travel arrangements; maintains appointment schedules and calendars; arranges meetings with other departments, divisions, and outside agencies.
- Attends bi-weekly meetings to review Council Meeting agendas with Town Clerk and Department Heads.
- Organizes, coordinates, and represents the Town in a variety of business and social functions that may include representatives of other governmental agencies.
- Arranges for meetings by scheduling rooms, notifying participants, preparing agendas from notes and brief instructions, and ensuring that information is compiled and duplicated; arranges for food and beverages as appropriate; takes and prepares summary or action minutes of such meetings.
- Attends meetings as assigned; type, assemble, and distribute meeting agendas, reports, manuals, and other materials; maintain records.
- Approves bills and invoices for payment ensuring they are coded to the correct line-item budget; prepares and transmits a variety of financial documents, including payroll; assists in budget preparation and maintains records of purchase orders, payroll, expense statements, and other fiscal transactions.
- Orders and maintains office supplies; order stationery, business cards, and supplies for administrative office staff as required.
- Performs related duties and special projects as assigned.
Knowledge, Skills, and Abilities:
- Thorough knowledge of modern office practices and procedures.
- Thorough knowledge and ability to use correct grammar, vocabulary, and spelling.
- Considerable knowledge of Town operations, their functions, and relationships.
- Considerable knowledge of local government operations and standard local government policies and procedures.
- Considerable knowledge of office technology including word processing, database management, spreadsheet design and usage, specialized departmental software, and other related resources.
- Skill in internal and external customer service excellence, problem-solving, teamwork and collaborative conflict resolution.
- Ability to plan and organize work for efficient processing, set and follow effective work priorities and meet established deadlines.
- Ability to handle multiple priorities utilizing sound judgment and based on knowledge of town issues and needs.
- Ability to type, transcribe, and take dictation at the required speed and skill.
- Ability to work independently on complex and confidential secretarial tasks; ability to independently prepare agendas, legal documents, resolutions, ordinances and related complex or confidential correspondence.
- Ability to communicate effectively in person and by telephone.
- Ability to gather, synthesize and compile technical information based on general instructions and create well organized documents.
- Ability to enter data accurately and at the speed required by the position and to proof own work.
- Ability to arrange and place records, reports and files into a proper sequence and develop computerized or paper systems for easy retrieval and storage of departmental records.
- Ability to maintain appropriate confidential information.
- Ability to establish and maintain effective working relationships with the general public, supervisor, Town officials, and employees.
Physical Requirements
- Must be able to physically perform the basic life operational support functions of standing, walking, fingering, talking, hearing, and repetitive motions.
- Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.
- Must possess the visual acuity to compile and compute data and statistics, operate a computer terminal, proofread materials, and do extensive reading.
- Graduation from high school and five years of progressively responsible administrative and/ or administrative support experience for a department director or other executive public official; or an equivalent combination of education and experience. An associate degree is preferred. Strong computer skills, including proficiency with Microsoft products, is required.
All licenses and certifications must be maintained as a condition of employment.
- Possession of, or ability to obtain, a valid North Carolina driver’s license and a satisfactory driving record.
- Must obtain and maintain certification as a Notary Public.
Medical Insurance
The Town pays for medical insurance coverage for regular employees through Blue Cross Blue Shield of NC. You may choose to extend coverage to eligible dependents through payroll deductions on a pre-tax basis. Coverage begins on the first day of the month following employment (e.g. work begins Jan 15, coverage begins Feb 1).
Vision Insurance
The Town pays for vision insurance coverage for regular employees through MetLife. You may choose to extend coverage to eligible dependents through payroll deductions on a pre-tax basis. Coverage begins on the first day of the month following employment (e.g. work begins Jan 15, coverage begins Feb 1).
Dental Insurance
The Town pays for dental insurance coverage for regular employees through MetLife. You may choose to extend coverage to eligible dependents through payroll deductions on a pre-tax basis. Coverage begins on the first day of the month following employment (e.g. work begins Jan 15, coverage begins Feb 1).
Telemedicine
The Town provides 24/7 access to doctors through Teladoc. Regular Town employees and their in-home family members are covered. Coverage begins on the first day of the month following employment (e.g. work begins Jan 15, coverage begins Feb 1).
Flexible Spending Accounts
The Town offers employees the option of setting aside money for medical and dependent care expenses using pre-tax dollars through Flores Flexible Spending.
Local Governmental Employees Retirement System
All regular employees are automatically enrolled into the NC Local Governmental Employees Retirement System (NCLGERS). The employee contributes 6% of gross wages to the retirement account. The Town contributes based on guidelines set by the retirement system. Participation begins on the first day of work. Employees are fully vested after 5 years of creditable service.
401k Supplemental Retirement
The Town contributes 5% of gross wages for regular employees through the Empower Retirement System. Employees may voluntarily elect to make additional contributions on a pre-tax or after-tax basis. Participation begins on the first day of work.
Life Insurance
All regular employees are provided a basic life insurance benefit of $25,000 through MetLife, and the Town pays the full premium cost. Coverage begins 30 days after the first day of work (e.g. work begins Jan 15, coverage begins Feb 15).
Short-term Disability Insurance
The Town pays for short-term disability insurance coverage for regular employees through MetLife. Insurance payments begin on the 8th day of disability, with a maximum payment period of 26 weeks. Coverage begins 30 days after the first day of work (e.g. work begins Jan 15, coverage begins Feb 15).
Holidays
The Town follows the holiday schedule for the State of North Carolina, which currently includes 13 paid holidays per year: New Year's Day, Martin Luther King Jr Day, Good Friday, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans Day, Thanksgiving (2), and Christmas (3).
Vacation Leave
Vacation leave is earned at a rate based on length of service, beginning with a rate of 1 day per month. Leave accrues bi-weekly with the payroll process. You are required to complete six months of service before vacation leave will be granted. Vacation leave accumulation is capped at 30 days; excess hours may be eligible for transfer to sick leave.
Sick Leave
Sick leave is earned at a rate of 1 day per month. Leave accrues bi-weekly with the payroll process. Town employees may accumulate sick leave indefinitely.
Parental Leave
Eligible employees may receive up to 6 weeks of paid parental leave for the birth or adoption of a child.
Employee Assistance Program
The Town provides free, confidential support for personal, work-related, and family concerns.
Special Separation Allowance for Law Enforcement Officers
Law enforcement officers who retire on a service allowance may be eligible for a monthly separation allowance payable until age 62. Other conditions also apply.
Workers Compensation
All Town employees are covered under the North Carolina Worker's Compensation Act. This act covers those employees who suffer injuries as a result of an accident while performing duties. It will pay medical expenses and a portion of the employee's salary if the individual is out of work as a result of a work-related disability.
Social Security
Town employees are members of the Social Security System. Each employee contributes 6.2% of their annual salary, and the Town contributes the same amount. Social Security benefits include retirement and disability payments and survivor's insurance.
Local Government Federal Credit Union Membership
As a municipal employee, you are eligible to join the Local Government Federal Credit Union. The credit union provides a variety of services such as checking accounts, savings accounts, low-interest loans, and investment options.
Tuition Assistance
Full-time employees who have completed their initial probationary period may receive financial reimbursement assistance of up to $1,000 per fiscal year for satisfactory completion of courses relating to their present job or future position with the Town.
Law Enforcement Take Home Vehicle
Full-time employees in a law enforcement capacity may qualify for the take-home vehicle program if they reside within the approved commuting area.
Salary : $1,000