Executive Assistant

DescriptionThe Executive Assistant for the Supervisor/Superintendent Department is responsible for providing a wide array of complex, diverse and confidential, administrative and support services for the Department, in a highly sensitive, demanding, political and rapidly changing environment. The incumbent’s work is characterized by involvement with broad Township-wide issues and interactions with other elected officials, constituents, representatives of a wide variety of community, civil and business groups, Township management staff and others on complex and sensitive matters.Examples of DutiesServes as the Executive Assistant for the Supervisor/Superintendent Department; maintains and updates calendars for the Supervisor/Superintendent Department; receives and screens requests, coordinates, arranges and confirms meetings, appointments, social engagements and community/intergovernmental events.Oversee the communications and constituent services for the Supervisor/Superintendent Department, including receiving and screening visitors and telephone calls providing information and handling issues that require sensitivity and sound independent judgment; conducting research, responds to requests for information and resolves complaints from constituents; refers certain issues to appropriate staff members or Township departments for resolution; reviews, determines the priority of and routes assigned incoming correspondence.Plans, organizes, and schedules administrative support to the Supervisor/Superintendent Department; oversees the preparation and typing of correspondence, memoranda, agenda items, reports, resolutions, proclamations, agreements, presentations, forms and other documents; ensures that documents are accurate, complete and conform to Department standards, policies and procedures; ensures materials, reports and documents for signature are accurate and complete; responds independently to mail and email inquiries regarding variety of Township matters.Provides day-to-day leadership and works with staff to ensure a high performance, customer service oriented work environment that supports achieving the Township Board’s objectives and service expectations; provides leadership and participates in programs and activities that promote a positive staff working environment.Coordinates all Board and Commission appointments and re-appointments.Prepares and processes requisitions, purchase orders and accounts payable requests for the Department; monitors budget balances.Plans, organizes, makes and supervises logistical arrangements and serves as host for a variety of Supervisor/Superintendent Department events.May perform other special projects and duties as required by the Supervisor/Superintendent Department.Typical QualificationsMust Have: Bachelor’s Degree from an accredited college or university or substantial college level coursework in public administration, communication, business or related field, or an equivalent level of training and experience.Minimum of 3-5 years of progressive administrative office experience in a municipal environment, may be supplement or be accepted in lieu of a Bachelor’s degree.Substantial public contact in a municipal setting is preferred.Successfully pass a pre-employment drug test and criminal background check. KnowledgeOffice and administrative management practices and procedures, including document and file managementPrinciples and practices of sound business communicationTownship organization, ordinances, rules, policies, procedures and operating practices related to areas of responsibilityFunctions of public agencies including the role of an elected Township Board and appointed committees and boardsMethods practices of public administration including budgeting, purchasing and maintenance of public recordsSkillsProficient in computers, word processing and spreadsheet software and other standard office equipmentWriting skills for composing and preparing correspondenceEffective management of accurate and concise records, reports and documentsClear, effective and persuasive communication skills, both orally and in writingTact, diplomacy and discretion for dealing with sensitive and confidential situations that concern internal and external partiesAbilitiesAble to manage and rapidly changing priorities to meet the needs and expectations of the Supervisor/Superintendent Department in interactions with other elected and appointed officials and various constituenciesAble to represent the Supervisor/Superintendent Department effectively in meetings and interactions in person, by telephone, email and social media with a wide range of constituenciesAble to establish and maintain highly effective working relations with the Executive Team, Township Board Members, other elected and appointed officials, committee members, department heads and managers, staff, residents, representatives of civic community groups, the media, the public and other encountered in the course of performing job duties.Supplemental InformationWorking EnvironmentThe employee works under typical office conditions requiring managing multiple tasks and handling frequent interruptions. Work is required to occasionally attend meetings and events on behalf of the Supervisor/Superintendent Department outside of regular work hours, in evenings and weekends. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is moderately quiet.Physical RequirementsWhile performing the duties of this job, the employee is frequently required to see, sit and talk or hear. The employee is occasionally required to walk; use hands and fingers to handle or operate objects, tools or controls; and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.APPLICATION PROCESSThose Interested In The Position Should Submit The FollowingOnline applicationCover letterResumeProfessional reference listGrand Blanc Township offers an industry leading benefits package to full-time employees.Healthcare BenefitsMedical Insurance options for employees and dependents.Blue Cross Blue Shield of MI PPO plan.Blue Care Network HSA POS planDental InsuranceDelta Dental of MichiganVision InsuranceBlue Vision (VSP)Life InsuranceShort & Long term disability insuranceRetirement BenefitsDeferred compensation planRetiree healthcare savings planPTOPaid holidays, vacation, personal and sick time.Optional Benefits available to eligible employeesFSA and DCRA pre-tax contributionsVoluntary life insuranceSupplemental 457 retirement program (pre-tax & Roth)01Do you have a Bachelor’s Degree from an accredited college or university or substantial college level coursework in public administration, communication, business or related field, or an equivalent level of training and experience.YesNo02Do you have experience working in a municipal government?YesNo03How many years of administrative support experience do you have?Less than 3 years of experience3 or more years of experience04Of your experience, how many years include direct support to an executive-level administrator (e.g., Township Superintendent, Director, CEO)? Please describe your role.05This position is required to occasionally attend meetings and events on behalf of the Supervisor/Superintendent Department outside of regular work hours, in evenings and weekends. Are you able to meet this requirement?YesNo06The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview. By completing this supplemental questionnaire you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal.Yes, I understand and agreeNo, I do not agree Required Question