EXECUTIVE ASSISTANT 2 - Wayne County Government

The Charter County of Wayne is Michigan's largest county. We are home to 34 cities and nine townships. From Rockwood to Livonia, from Sumpter Township to the Grosse Pointes, each community in Wayne County offers residents and businesses a unique blend of opportunity to live, work, play and raise families. Headquartered in Detroit, our largest city and the automotive capital of the world, Wayne County offers a diversified economy and high standards for our residents' quality of life. Our history is rich and we take pride in being one of the most diverse communities that values culture, arts, and world-class amenities. Wayne County provides leadership that ensures the County operates efficiently, effectively, and responsibly. We provide transparently while building a stronger County inclusive of collaborations, innovation, and a clear focus on serving our residents.

DESCRIPTION OF MAJOR JOB DUTIES

Reporting to the Director of Facilities Management and Planning, the Executive Assistant 2 functions as an executive administrative assistant to the Department Director and assists other senior management staff. The Executive Assistant 2 performs complex and responsible office work, which may include the supervision or coordination of the work efforts of staff and serves as liaison for the Director and Division Directors in resolving problems related to operations and administrative functions and assists with development of departmental programs, services, and activities. This position requires critical thinking, working within general methods and procedures and using independent judgment to select the guideline or reference, which fits the specific case. Work is performed independently under general direction.

Required Tasks

• Perform a full range of administrative and executive support duties.
• Compose letters and memoranda.
• Assess urgency and importance of situations and takes appropriate action, including assuring that requests for action and information are furnished in a timely manner.
• Independently research, compile, assimilate, and prepare confidential and sensitive documents and briefs senior management staff regarding contents.
• Serve as a liaison between FMP Division Directors and other staff and outside departments and agencies including exchanging information, transmitting directives, instructions, and assignments; follow up on the status of assignments.
• Assist with processing training and travel requests for FMP staff.
• Perform general office duties such as ordering office supplies.
• Pick up and distribute mail including sorting, and distribution within the department.
• Manage database records, data entry and administrative reporting.
• Edit and proofread documents for various staff throughout the department.
• Compile department reports as requested,
• Participate in and coordinate committee/taskforce meetings and assignments including preparing agendas, collecting materials, and keeping records of proceedings.
• Read and screen incoming correspondence and reports and makes preliminary assessments, prioritize importance, and disseminate to appropriate parties for action.
• Support project administration.
• Assist in the department procurement / bid process.
• Assist in the accounts payable process.
• Schedule and coordinate interviews.
• Assist managers throughout the department with special projects.
• Act as a backup to processing service requests.
• Assist with the timely entry and approval of timekeeping.
• Perform other duties as assigned.

Educational Requirements

• Associate's degree preferred, min of a HS Diploma or GED

Experience Requirements

• Minimum of three (3) years of experience as an Executive Assistant.
• Demonstrated ability to prioritize and multitask.
• Systems Skills Requirements
• Microsoft Office, Adobe Suite, the Internet, and other software applications.