Administrative Assistant II

Position SummaryThe Administrative Assistant II serves as the primary front-office contact for the Office of the Montgomery County Judge and provides advanced administrative support to the County Judge, Chief of Staff, and Deputy Chief of Staff. This position is responsible for greeting visitors, responding to inquiries, managing correspondence, coordinating office workflow, and supporting daily operations in a high-visibility public office. The role requires professionalism, discretion, sound judgment, and the ability to interact effectively with elected and appointed officials, department heads, employees, outside agencies, and the general public. Essential Duties and Responsibilities• Serve as the first point of contact for the County Judge’s Office by greeting visitors, answering and directing telephone calls, and responding to routine inquiries in a professional and courteous manner. • Provide administrative support to the County Judge, Chief of Staff, and Deputy Chief of Staff, including preparing correspondence, memoranda, forms, reports, and other official documents with a high degree of accuracy and professionalism. • Receive, review, sort, and distribute incoming mail, email, deliveries, and other communications; route items to the appropriate department, official, or staff member for action. • Maintain broad working knowledge of county departments, services, and points of contact in order to properly route inquiries and assist members of the public who may not know the appropriate office to contact. • Coordinate calendars, meetings, appointments, and office logistics for the County Judge, Chief of Staff, and Deputy Chief of Staff, as assigned. • Assist with preparation, assembly, review, and routing of documents requiring the County Judge’s review or signature; monitor status and ensure timely return to originating departments. • Support agenda-related functions for the Commissioners Court, including coordinating with departments, reviewing submissions for completeness, organizing backup materials, and assisting with preparation and posting in accordance with established deadlines and procedures. • Maintain proficiency in the county’s agenda management system and related office software necessary to support agenda preparation and other administrative processes. • Assist with indigent burial and cremation processes, including interviewing applicants or family representatives, collecting and copying documentation, confirming eligibility under applicable county procedures, communicating with funeral homes, and processing related invoices and records. • Prepare purchase requests, order office supplies, maintain inventory, verify receipt of goods and services, and track transactions through payment in accordance with county purchasing and financial procedures. • Establish, organize, and maintain physical and electronic files, records, and reference materials in accordance with county retention practices and office procedures. • Assist with tracking and routing open records requests or other formal inquiries to the appropriate office or staff member for response. • Develop, maintain, and periodically update office contact lists, emergency contact rosters, and other operational reference materials used for continuity of operations and emergency response. • Conduct research, compile information, tabulate statistics, and prepare summaries, packets, or briefing materials for the County Judge, Chief of Staff and/or Deputy Chief of Staff. • Attend meetings, take notes, prepare follow-up materials, or represent the office in an administrative support capacity, as assigned. • Assist with special projects, office procedures, constituent service issues, and communications support, including drafting routine announcements or correspondence, as assigned. • Handle sensitive, confidential, or politically sensitive information with discretion and in a manner consistent with county policy and the responsibilities of the Judge’s Office. • Perform other related duties as assigned to support the mission, operations, and public service responsibilities of the County Judge’s Office. Knowledge, Skills, and Abilities• Knowledge of general office practices, administrative procedures, records management, and customer service principles. • Knowledge of county government structure, departmental functions, and public-sector office protocol preferred. • Skill in communicating clearly and professionally, both orally and in writing, with internal and external stakeholders. • Skill in organizing work, setting priorities, and managing multiple assignments with frequent interruptions and changing deadlines. • Skill in using modern office technology and software, including Microsoft Outlook, Word, Excel, PowerPoint, and other county systems relevant to the position. • Ability to exercise sound judgment, tact, and discretion in dealing with confidential, sensitive, or high-profile matters. • Ability to provide courteous and effective service to the public, including individuals who may be frustrated, upset, or uncertain where to seek assistance. Minimum Qualifications• High school diploma or GED required. • Associates degree or higher preferred. • Progressively responsible administrative, clerical, executive support, customer service, or public-facing office experience preferred. • Equivalent combinations of education and relevant experience may be considered, if permitted by county policy. Working Conditions• Work is primarily performed in an office environment with frequent public contact. • Work involves frequent interruptions, multiple competing priorities, and time-sensitive assignments. • Occasional schedule flexibility may be required to support meetings, agenda deadlines, special projects, or operational needs of the Judge’s Office. **After receiving a conditional offer of employment, applicant must pass a drug screen (1/2 cost = $20.00, responsibility of applicant) and may need a physical agility test (1/2 cost = $22.50, responsibility of applicant) before becoming an employee of Montgomery County.Montgomery County provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.