Executive Assistant to County Attorney

Print (https://www.governmentjobs.com/careers/washingtonmn/jobs/newprint/4629502)

Apply



Executive Assistant to County Attorney

Salary

$66,019.20 - $90,064.00 Annually

Location

Stillwater, MN

Job Type

Full Time

Job Number

24-00139

Department

County Attorney Office

Division

ATT-Administrative

Opening Date

08/21/2024

Closing Date

Continuous

• Description

• Benefits

• Questions

JOB SPECIFICS

Washington County Attorney’s Office is hiring for an Executive Assistant to support the Washington County Attorney. This position will coordinate and manage executive scheduling, prepare, and organize important legal and strategic materials and plans, support Management meetings and the preparation of meeting materials, and bi-weekly and quarterly department newsletters. This position provides executive level administrative, technical, and operational support in the management of legal affairs. The diverse duties of the Executive Assistant are performed independently in an environment requiring the use of good judgment, initiative, discretion, and confidentiality. This position serves as the eyes and ears for the County Attorney, connecting organizations, projects, and critical business information to the County Attorney, ensuring meetings and materials are efficient and effective and serves as a trusted partner to deliver against the legal priorities of the Office.

The dynamic nature of this position requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the County Attorney’s needs. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Senior Management Team, Office staff, community partners and the public. To perform this job successfully, the individual is expected to handle highly sensitive and confidential financial, legal, personnel, and institutional information while exercising professionalism and discretion.

DESIRABLE EXPERIENCE :

• Experience as an Executive Assistant

• Experience with a paperless office including professional knowledge in Microsoft 365 programs such as Outlook, One Note, and SharePoint

• Experience in a clerical or administrative support position in a law office, government agency, or equivalent

• Exceptional writing, editing, and proofreading skills

SELECTION TECHNIQUE: Your training and experience will be rated based on the required application material submitted and the top scoring candidates will be forwarded to the hiring department for further consideration.

HOURS / DAYS: 8:00 a.m.-4:30 p.m., Monday-Friday. Work schedules (hours and days) and location are subject to change based on department needs.

ANTICIPATED HIRING RANGE: $66,019.20 - $90,064.00 Annually

E-Verify Participation: Washington County participates in the federal E-Verify program. This means that Washington County will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization. If the Government cannot confirm that you are authorized to work, Washington County is required to give you written instructions and an opportunity to contact DHS and/or the SSA before taking adverse action against you, including terminating your employment. Employers may not use E-Verify to pre-screen job applicants and may not limit or influence the choice of documents you present for use on the Form I-9.

E- Verify Participation Poster (https://web1.co.washington.mn.us/NeoGovNotices/HR/2024/E-Verify_Participation_Poster_Eng_Es.pdf)

Right to work Poster (https://web1.co.washington.mn.us/NeoGovNotices/HR/2024/IER_RightToWorkPoster_Eng_Es.pdf)

JOB SUMMARY

Reporting to the County Attorney, the Executive Assistant organizes and assists in the daily activities and priorities of the County Attorney, orchestrates events to communicate the County Attorney’s initiatives and goals, handles public relations, and works with the Management Team to ensure that staff perform all the duties and responsibilities of the County Attorney’s Office. This is a professional position, and the incumbent serves at the pleasure of the County Attorney.

EMPLOYMENT CRITERIA

MINIMUM QUALIFICATIONS: The Executive Assistant position requires a bachelor’s degree from an accredited educational institution, or equivalent and two years experience as an Executive Assistant. The incumbent serves at the pleasure of the County Attorney

CORE COMPETENCIES, JOB SPECIFIC KNOWLEDGE, SKILLS AND ABILITIES REQUIRED FOR SUCCESSFUL JOB PERFORMANCE

Core Competencies (http://www.co.washington.mn.us/DocumentCenter/View/5174) outline essential business and professional traits necessary to perform this job.

• Support and prioritize a welcoming and respectful workplace that fosters diversity and encourages contributions from all individuals;

• Provide inclusive and equitable service to all members of the community with dignity and respect;

• Demonstrate support for the County’s diversity, equity and inclusion program;

• Demonstrates knowledge of legal principles, practices, and processes;

• Demonstrates knowledge of the County Attorney’s role in conducting county business;

• Demonstrates skills in group presentation;

• Demonstrates ability to use a computer, typewriter, dictation equipment, calculator, telephone, copier, fax machine, scanner, projector, camera, and audio and video equipment in the training room;

• Demonstrates ability to exercise sound judgment when making decisions;

• Demonstrates ability to speak clearly and persuasively in positive or negative situations;

• Demonstrates ability to write clearly and informatively;

• Demonstrates ability to accept responsibility for own actions;

• Demonstrates ability to work well under pressure;

• Demonstrates ability to follow through on commitments;

• Demonstrates ability to work in an honest and ethical manner;

• Demonstrates ability to maintain confidentiality; and

• Demonstrates ability to exercise sound judgment when making decisions.

DUTIES & RESPONSIBILITIES

Plan and coordinate scheduled activities and events for the County Attorney:

• Assist and plan, develop, implement, and evaluate community relations projects for the County Attorney

• Assist and plan and coordinate events for the public to support the County Attorney’s initiatives;

• Assist the County Attorney and other staff with presentations

• Develop and coordinate special projects

• Coordinate training sessions for attorneys and law enforcement officers.

• POST approve police officer training and report documentation to POST

Manage routine paraprofessional, technical, and administrative support services to the County Attorney:

• Manage and maintain the County Attorney’s calendars and tasks.

• Monitor, screen, respond to, and distribute incoming correspondence including email communications.

• Arrange and confirm travel accommodations, submit travel requests, prepare travel vouchers and reimbursements.

• Prepare a wide variety of documents under supervision; compose, edit, revise, tabulate, and print letters and file legal documents.

Handle public relations and assist in communications for the office:

• Assist and serve as the media contact person for the office

• Assist with preparation of press releases for attorneys

• Respond to requests from the public for information

• Determine if people or situations require the attention of the County Attorney

• Respond to telephone inquiries on behalf of the County Attorney and redirect phone calls to the appropriate staff

• Answer questions from the public about the department’s website and notification system, explain what data can be given out, and explain legal processes for court cases

• Update the office website weekly

• Update office Share Point team site and office staff lists

• Write the quarterly office newspaper

• Prepare the annual report

Serve as a member of the Management Team:

• Participate in hiring and training current and future staff

• Perform clerical duties of a highly sensitive and confidential nature for the County Attorney and Management Team

• Maintain personnel files for attorneys and victim witness staff members

• Review and gather information for employee background checks

• Assist with new hires by entering in iServices, doing Appointments for attorneys, ordering business cards and other duties as needed

• Prepare billing for law clerks and approve law clerk time in KRONOS.

• Set the agenda for the County Attorney Office’s Policy Advisory Team that meets twice per month, prepare and distribute notes from the meeting , maintain PAT history files, monitor and enforce deadlines for upcoming agenda items.

• Email court opinions to staff twice per week

• Update policy manual as needed and distribute updates to staff

• Purchase items for office use with county credit card.

• Secure documentation for purchases made by other staff in the office and approve their transactions

• Set up Zoom meetings for staff.

• Perform other duties as assigned

WORK ENVIRONMENT

Work is sedentary in nature and involves sitting most of the time. Physical effort is light for most of the work with lifting or carrying limited to 20 pounds intermittently. Report preparation and writing at times requires extended use of a keyboard. There is pressure associated with responding to inquiries from the media quickly, dealing with demanding or intimidating people, and meeting deadlines.

Most work is performed in a normal climate-controlled office environment with moderate noise levels and adequate lighting. However, the Executive Assistant attends events at a number of public venues both inside and outdoors occasionally. This requires working during the evening and on weekends. Work may require traveling locally twice per month.

Additional physical/mental requirements that occur may not be listed above but are inherent in performing the position’s essential functions.

This job description is intended to describe the kinds of tasks and level of work difficulty being performed by people assigned to this classification. The list of responsibilities is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. The County retains the discretion to add or change the contents of this job description at any time.

Washington County offers a comprehensive benefit package (https://www.washingtoncountymn.gov/DocumentCenter/View/54298/Employee-Benefits-Summary-PDF?bidId=) including paid time off, holidays, medical, dental, vision, life and long-term disability insurance.

For a more detailed overview of our Confidential benefit package, click here (https://www.washingtoncountymn.gov/DocumentCenter/View/50347/Confidential-and-County-Attorney-Executive-Assistant-Benefit-Synopsis-PDF) .

01

The Executive Assistant position requires a bachelor's degree from an accredited educational institution, or equivalent and two years experience as an Executive Assistant. Please indicate below whether you possess these minimum qualifications:

• Yes

• No

  02

  If you indicated meeting the minimums by having an equivalent combination of education and experience, please briefly describe the combination and explain why you feel it is equivalent. (If you answered "No" to the above question, enter "NA" in the text box.)

  03

  Do you have prior work experience as an executive assistant supporting an executive leader, (for example senior partner, CEO, President, county or statewide elected official)?

• Yes, 1-4 Years

• Yes, 5-8 Years

• Yes, 9-14 Years

• Yes, 15 or more years

• No Experience

  04

  If you answered "Yes" to the above question, you must provide a detailed summary of your experience and the name of the employer(s) where you gained that experience. (If you answered "No" to the above question, enter "NA" in the text box.)

  05

  Do you have experience working in a paperless office including professional knowledge of Microsoft 365 programs such as Outlook, Powerpoint, One Note, and SharePoint?

• Yes

• No

  06

  If you answered "Yes" to the above question, you must provide a detailed summary of your experience and the name of the employer(s) where you gained that experience. (If you answered "No" to the above question, enter "NA" in the text box.)

  07

  Do you have experience in a clerical or administrative support position in a law office, government agency, or similar?

• Yes

• No

  08

  If you answered "Yes" to the above question, you must provide a detailed summary of your experience and the name of the employer(s) where you gained that experience. (If you answered "No" to the above question, enter "NA" in the text box.)

  09

  Do you have exceptional writing, editing, and proofreading skills?

• Yes

• No

  10

  If you answered "Yes" to the above question, you must provide a detailed summary of your experience and the name of the employer(s) where you gained that experience. (If you answered "No" to the above question, enter "NA" in the text box.)

  Required Question

Agency

Washington County (MN)

Address

14949 62nd Street North Stillwater, Minnesota, 55082

Phone

651-430-6081

Website

http://www.co.washington.mn.us

Apply

Please verify your email address Verify Email