Executive Administrative Assistant

Executive Administrative Assistant - OSPPI

Salary

$49,139.71 Annually

Location 

Mason, MI

Job Type

Regular Full Time

Job Number

202500179

Department

Controller

Bargaining Unit

MC

• Description
• Benefits
• Questions

Description

 

This position works in the office Monday - Thursday, Friday Remote & Attend Evening/Weekend Events as needed

Under the direction of the Strategic Policy & Public Impact (SPPI) Director and Community Corrections Manager, provides a variety of administrative support to the Office of SPPI and Community Corrections as directed. With a customer service focus, schedules meetings and training sessions, gathers materials, types correspondence, resolutions, maintains confidential information. Assists with ensuring appropriate actions and deadlines are met. Coordinates public relations functions of the SPPI Office, and serves as liaison between the SPPI Office and the general public, other agencies, elected officials, Board of Commissioners, and County Department Heads. Assists with the Racial Equity Taskforce, Equal Opportunity Committee, Health in all Policies Committee, Employee Driven Growth & Engagement Committee, Safe Space Advocates, and Community Corrections Advisory Board with general secretarial and administrative support.

 

Essential Functions

 

1. Provides a variety of secretarial and administrative support services, including preparing correspondence, reports, and other documents; answering and directing telephone calls; scheduling appointments; maintaining confidential files; and attending meetings as required.
2. Prepares and organizes agendas, assembles supporting documents, and takes and transcribes minutes for assigned boards and committees, such as the Racial Equity Taskforce, Health in All Policies, Equal Opportunity Committee, and Community Corrections Advisory Board.
3. Monitors departmental expenditures, tracks incoming and outgoing payments, maintains budget records, and serves as procurement card site coordinator for the SPPI Office and Community Corrections.
4. Drafts resolutions, correspondence, reports, and other documents for the Department Head’s review and signature.
5. Monitors contracts and processes related payments by reviewing invoice amounts against scope of service and budget limits. Assists with preparing grant applications, mailings, and invoices as they relate to contracts.
6. Sources, creates, and publishes content on social media platforms (Facebook, Twitter, Instagram) to build awareness, expand outreach, and strengthen community engagement.
7. Plans and manages community engagement events by coordinating vendor and venue logistics, scheduling staff and volunteers for tabling, and ensuring effective public outreach. Oversees budgets, deadlines, and representation of the office at events, including distribution of resources, gathering feedback, and fostering resident connections.
8. Demonstrates effective communication skills by engaging respectfully and professionally with individuals from diverse backgrounds to promote clarity, understanding, and collaboration.
9. Provides remote access equipment, meeting software support, and room setup for community meetings that require hybrid or remote participation.
10. Receives and screens visitors, answers and routes calls, and assists in researching issues by contacting other County offices and compiling information.
11. Utilizes a variety of software programs to perform administrative functions, including data entry, proofreading, filing, copying, scanning, faxing, and processing mail. Prepares correspondence, documents, and reports for the Department Head’s review and signature.
12. Oversees office supply inventory and workplace upkeep by monitoring stock, ordering materials, and maintaining the cleanliness and organization of shared office spaces to support a professional and efficient work environment.
13. Manages multiple tasks and interruptions effectively while meeting competing deadlines.

Other Functions:

• Performs other duties as assigned.
• Must adhere to departmental standards in regard to confidentiality and other privacy issues.

(An employee in this position may be called upon to do any or all of the above tasks. These examples do not include all of the tasks which the employee may be expected to perform.)

 

Employment Qualifications

 

Education:  A minimum of a high school diploma or equivalent with some college-level course work in Secretarial Skills, Business, Data Processing or a related field is required.

 

Experience:  Two years of related administrative experience.

 

Other Requirements:

 

Demonstrates effective communication skills by engaging, interacting and working with all individuals to ensure clarity and understanding in all interactions. 

 

(The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria.)

 

Requirements and Working Conditions

 

Working Conditions:

• This position works in an indoor environment. There is no planned exposure to prominent lights, noises, odors, temperatures or weather conditions.

• This position is required to travel for meetings and appointments. 

Physical Requirements:

• This position requires the ability to sit, stand, walk, traverse, climb, balance, twist, bend, stoop/crouch, squat, kneel, crawl, lift, carry, push, pull, reach, grasp, handle, pinch, type, endure repetitive movements of the wrists, hands or fingers.
• This position’s physical requirements require little to no stamina in crawling and pinching.
• This position’s physical requirements require periodic stamina in climbing, balancing, twisting, stooping/crouching, squatting, kneeling, pushing, pulling, reaching, grasping, and handling.
• This position’s physical requirements require regular stamina in walking, traversing, lifting, and carrying.
• This position’s physical requirements require continuous stamina in sitting, typing and enduring repetitive movements of the wrists, hands or fingers.
• This position performs sedentary work requiring a negligible amount of effort in the physical requirements above.
• This position primarily requires close visual acuity to perform tasks within arm’s reach such as: viewing a computer screen, using measurement devices, inspecting and assembling parts, etc.
• This position requires the ability to communicate and respond to inquiries both in person and over the phone.
• This position requires the ability to operate a PC/laptop and to enter & retrieve information from a computer.
• This position requires the ability to handle varying and often high levels of stress. 

(This job requires the ability to perform the essential functions contained in this description. These include, but are not limited to, the requirements listed above. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.)

March 2022

MCF 5