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Executive Support Assistant

DeKalb County

Listing Summary

Salary Range: $67,182 - $104,133

Purpose of Classification: The purpose of this classification is to manage administrative functions within assigned departments.

Essential Functions: The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Supervises, directs, and evaluates assigned staff; develops and oversees employee work schedules to ensure adequate coverage and control; compiles and reviews timesheets; approves/processes employee concerns and problems and counsels or disciplines as appropriate; assists with or completes employee performance appraisals; directs work; acts as a liaison between employees and management; and trains staff in operations, policies, and procedures.

Organizes, prioritizes, and assigns work; prioritizes and schedules work activities in order to meet objectives; ensures that subordinates have the proper resources needed to complete the assigned work; monitors status of work in progress and inspects completed work; consults with assigned staff to assist with complex/problem situations and provide technical expertise; provides progress and activity reports to management; and assists with the revision of procedure manuals as appropriate.

Manages human resource and personnel functions; assists in developing and implements policies and procedures; advises departmental supervisors regarding human resource practices and issues; resolves and recommends solutions to human resources issues such as discipline, compliance, and workplace regulatory concerns; and manages related functions such as payroll processing, benefits and maintaining personnel files.

Manages financial activities; monitors purchasing decisions; authorizes expenditures of departmental operational funds; assists in developing annual budget; makes recommendations; monitors expenditures against approved budget; and prepares and maintains related documentation.

Manages department accounts payable and receivable functions; reviews and approves invoices; implements internal accounting controls; monitors billing and collection activities and customer accounts; reviews and approves cash receipts and related reports; ensures accurate record keeping of revenues; and maintains related documentation.

Manages procurement activities; prepares procurement documents; manages, reviews and enforces awarded contracts; and ensures compliance with all procurement rules and regulations; and maintains all related documentation.

Manages inventory management activities; implements and maintains automated inventory systems; ensures maintenance of computerized inventory; evaluates minimum/maximum levels of stock to generate appropriate turnover; monitors inventory levels to ensure adequate quantities; and manages annual physical inventory count.

Manages information technology and phone systems; manages technology service and contract compliance; reviews and approves technology and phone system purchases; conducts training for new and experienced users; answers questions and provides information; troubleshoots problems; consults with vendors; and manages implementation of new and upgraded technology and phone systems as needed.

Compiles and/or tracks various administrative and/or statistical data pertaining to departmental operations; performs basic research as needed; makes applicable calculations; analyzes trends; prepares or generates reports; and maintains records.

Communicates with supervisor, other County departments and employees, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Minimum Qualifications: Bachelor’s degree in Public / Business, Administration, Finance, Accounting, Human Resources, or related field required; five years of progressively responsible experience in administrative services, human resources, accounting or related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Specific License or Certification Required: Must possess and maintain a valid Georgia driver’s license

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