Confidential Executive Assistant

Application Deadline: 2024-07-24
Job Type: County
Job Description:


Composing/preparing a wide variety of detailed documents including confidential correspondence, memos, reports, minutes or other materials from draft, dictation, or general instructions; proofreading and editing documents, presentation materials, brochures, and other materials.
Completing a variety of clerical functions, including processing mail, posting and or logging information to manual or automated records, photocopying, scanning, or faxing documents, as needed.
Serving as Central Point for ordering and maintaining inventory of office supplies for the Administration Building.
Coordinating distribution of materials and performing preparatory work for committee meetings, employee meetings, project team meetings, county partner meetings, and other events.
Coordinating the daily schedule of the County Administrator, making necessary arrangements for appointments, meetings, events, and other county functions.
Supporting Human Resources, Finance, Corporation Counsel and Communications Functions of Dodge County by preparing materials for various projects or events, financial reports, website content maintenance, and file management/retention practices, as needed.
Serving as Point-of-contact for the County Administrator’s Office on behalf of the County Administrator including receiving, screening, and routing incoming calls; disseminating information and interpreting/responding to basic inquiries from the public and other county departments, as directed. Receiving and assisting visitors to the Administrator’s Office.
Maintaining current records system (both paper and digital) in accordance with existing records management policies and programs,
Maintaining property, liability, and excess worker compensation policy documents and claim records current. Appropriately processing claims as needed.
Processing invoices and reconciling vendor and credit card statement via the Dodge County ERP system.
Developing, maintaining, and identifying potential improvements to office policies, processes, procedures, forms, operational manuals, and systems to effectively accomplish daily tasks and Administrator’s Office functions.
Coordinating Employee Recognition Program(s) and county-wide employee events and meetings.
Developing, monitoring, and updating content on County Administrator related webpages.
Assisting Public Relations & Communications Coordinator with development of county-wide communications including newsletters, brochures, mailings, press releases, flyers, notices, social posts, and website content, as needed.
Assembling data and conducting special research/analysis projects related to county operations, programs, and initiatives for inclusion in capital improvement plans, annual reports, annual budgets, and other policy documents.
Monitoring department expenditures and fulfilling County Administrator’s Office tasks and obligations related to the annual budget process as included in the annual budget calendar.
Investigating and responding to citizen inquires and complaints.
Preparing responses to open records requests made to the County Administrator, County Board Chair, and others as needed.
Attending various staff, public, and other special meetings to record proceedings as directed.
Attending various trainings, conferences, seminars, and other education or networking opportunities as appropriate.
Performing grant administration duties, verifying, and ensuring compliance with relevant regulations preparing periodic reports to granting agencies. Prepares required annual reports.
Providing a similar level of support to the County Board Chair as directed.
Performing other duties as assigned.


Ability to operate equipment required to perform essential job functions, including phone system; desktop computer; copy machine; postage machine; fax machine; base radio; 10-key calculator.
Ability to create/develop/update documents or reports from written and oral communications.
Ability to organize and prioritize a large number of projects at one time.
Ability to effectively meet and deal with the public.
Ability to maintain confidentiality of sensitive information.
Ability to demonstrate initiative, to work independently and in a team environment.
Ability to work effectively in cooperation with fellow employees as a member of the administrative staff team.
Thorough working knowledge of Microsoft Office Suite applications.
Knowledge of local government organizations, their services, and operations.
Knowledge of organizational and customer service principles. Ability to provide exceptional customer service to both internal and external customers.
Ability to communicate clearly, concisely, and effectively in English in both written and verbal form.
Skill in researching and understanding complex written materials.
Ability to prepare and maintain accurate and concise records and reports.
Ability to apply sound judgment and discretion in performing duties, resolving problems, and interpreting policies and regulations.
Ability to communicate detailed and often sensitive information effectively and concisely, both orally and in writing.
Ability to handle sensitive interpersonal situations calmly and tactfully.
Ability to maintain professionalism at all times.
Ability to maintain effective working relationships with individuals within and outside the organization.
Ability to maintain confidentiality and discretion regarding business-related files, reports, and conversations, within the provisions of open records laws and other applicable State and Federal statutes and regulations.
Ability to meet the Driver Qualification policy.


This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands and fingers to handle, and repetitive motions and occasionally requires walking, stooping, kneeling, crouching, or crawling and reaching with hands and arms.
Work has standard vision requirements.
Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
Hearing is required to perceive information at normal spoken word levels.
Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
Work is generally in a moderately noisy office setting.

Deadline Note: Open Until Filled