What are the responsibilities and job description for the Executive Assistant – Administration (IT Services) position at Shelby County Government?
Position Summary
This dual-role position provides high-level administrative, secretarial, and procurement support to the Chief Information Officer and ITS Department leadership. The Executive Secretary performs a broad range of administrative, clerical, and confidential tasks while also supporting procurement processes, budget management, and personnel coordination. The role requires a high degree of professionalism, initiative, and the ability to manage multiple priorities in a fast-paced environment.
Pay Grade: 55 Salary Commensurate with Experience and Education
Minimum Qualifications
1. Four (4) years of progressively responsible administrative, secretarial, or clerical experience; AND
2. High school diploma or possess a GED; OR
3. Two (2) years of relevant administrative, secretarial, or clerical experience; AND
4. Associate's degree from an accredited college or university.
5. An equivalent combination of related education and/or experience.
6. PROOF OF EDUCATION, TRAINING, AND/OR EXPERIENCE IS REQUIRED.
Duties and Responsibilities
1. Manages the CIO’s calendar, appointments, and confidential correspondence.
2. Screens incoming calls and visitors and directs inquiries as needed.
3. Drafts and edits letters, memos, reports, and presentations.
4. Creates PowerPoint presentations for meetings and briefings.
5. Provides administrative support to department managers and staff.
6. Coordinates meetings, events, and employee group sessions.
7. Maintains secure filing systems for confidential documents.
8. Utilizes SharePoint, OnBase, Liquid Office, and Cherwell for document management.
9. Assists with budget development and procurement functions, including contract facilitation and vendor relations.
10. Processes budget transfers, encumbrances, and documentation for audits.
11. Maintains inventory and procurement documentation.
12. Coordinates OnBase workflow for Committee agenda approvals.
13. Supports payroll and HR functions, including data entry and compliance tracking.
14. Processes bi-monthly payroll for the ITS department.
15. Maintains employee files and communicates with relevant HR departments.
16. Ensures compliance with County personnel policies and procedures.
KSAs
1. Strongly skilled organization and ability to prioritize work effectively.
2. Excellently skilled in written and verbal communication.
3. Proficiency knowledge in Microsoft Office Suite, particularly PowerPoint, Word, Excel, and Outlook.
4. Ability to design and produce professional, clear, and engaging presentations.
5. Knowledge of modern office procedures, grammar, formatting, and record-keeping.
6. Ability to handle confidential information with discretion.
7. Ability to work independently and collaboratively across teams.
8. Knowledge of county systems such as OnBase, Cherwell, Oracle, SharePoint, and other web-based applications is highly desirable.
Disclaimer
This position is subject to a background check for any convictions that have a substantial relationship to potential job duties. Only convictions that are substantially related to potential job duties will be considered and will not automatically disqualify the candidate.
