Position Summary
The Executive Administrative Assistant provides high-level administrative support to the Wallowa County Board of Commissioners and Administrative Services Director. The position coordinates Board meetings, agendas, minutes, official records, correspondence, advisory boards and committees, and serves as a primary point of contact for County Administration.
The position also performs County accounts payable and related financial functions. This position requires a high degree of professionalism, confidentiality, organization, accuracy, and independent judgment while working with elected officials, County departments, outside agencies, vendors, and the public.
Essential Duties
- Provides primary administrative support to the Board of Commissioners and Administrative Services Director.
- Answers phones, greets visitors, responds to routine inquiries, and directs citizens and other individuals to appropriate County officials or departments.
- Schedules and coordinates meetings, hearings, work sessions, appointments, and calendars.
- Serves as recording secretary for Board meetings and other meetings as assigned; prepares and maintains official minutes and records.
- Prepares and coordinates Board agendas, agenda packets, supporting documentation, public notices, and meeting logistics.
- Prepares correspondence, reports, notices, memoranda, forms, and other documents, including confidential or sensitive materials.
- Coordinates Commissioner signatures and ensures approved documents are properly filed, recorded, distributed, and retained.
- Maintains records for County advisory boards, committees, and commissions, including appointments, vacancies, terms, and related correspondence.
- Maintains organized paper and electronic records in accordance with County procedures and records retention requirements.
- Assists with County website information, office supplies, equipment, and other administrative functions.
Accounts Payable and Financial Responsibilities
- Performs County accounts payable functions and ensures accurate and timely processing of payment transactions.
- Reviews and processes invoices, payment requests, reimbursements, credit card transactions, credit memos, travel claims, and related financial documents.
- Verifies supporting documentation, authorization, account coding, mathematical accuracy, and required approvals.
- Prepares accounts payable check runs, electronic payment and import files, credit card reconciliations, and deposits as assigned.
- Works with departments, employees, vendors, and service providers to resolve discrepancies and answer payment or purchasing questions.
- Assists with compliance with County purchasing procedures, including quotes, bids, requests for proposals, and sole-source purchases.
- Assists with financial procedures, forms, annual audit documentation, and cross-training of financial functions.
General Responsibilities
- Maintains confidentiality of personnel, legal, financial, and other sensitive County information.
- Establishes and maintains professional working relationships with elected officials, employees, agencies, vendors, contractors, and the public.
- Provides cross-training and administrative coverage as needed.
- Performs special projects and other related duties as assigned.
Job Specifications
Knowledge, Skills, and Abilities
Knowledge of:
- Modern office practices, administrative procedures, recordkeeping, and document management.
- Business English, professional correspondence, basic accounting, bookkeeping, accounts payable, and purchasing practices.
- Public meetings, public notices, public records, and records retention requirements applicable to local government.
- Microsoft Office and other computer, financial, and records-management systems.
Ability to:
- Communicate clearly and professionally, both orally and in writing.
- Prepare accurate correspondence, reports, agendas, meeting packets, minutes, financial documents, and official records.
- Organize and prioritize multiple assignments, deadlines, meetings, and interruptions while maintaining accuracy.
- Exercise initiative, discretion, independent judgment, and sound decision-making.
- Interpret and apply County policies, administrative procedures, and applicable requirements.
- Maintain confidentiality and appropriately handle sensitive information.
- Work professionally with elected officials, employees, governmental agencies, vendors, and members of the public.
- Research information, identify and resolve routine administrative or financial issues, and refer complex matters appropriately.
- Work independently and collaboratively and maintain regular and reliable attendance.
Minimum Experience and Training
- Associate degree in business administration, accounting, public administration, office administration, or a related field, and five years of progressively responsible administrative experience, including administrative, financial, bookkeeping, accounts payable, or office management functions, preferred.
- A high school diploma or equivalent combined with substantial directly related experience may substitute for the educational requirement. A bachelor's degree in a related field is preferred.
- Any satisfactory equivalent combination of education, training, and experience demonstrating the knowledge, skills, and abilities necessary to perform the position may be considered.
- Depending upon County requirements, the successful candidate may be required to pass a criminal background check.
Reporting Relationship
Reports to the Administrative Services Director.
Work Schedule
Monday through Friday, 8:30 a.m. to 5:00 p.m.
37.5 hours per week
Working Conditions
Typical working conditions may include:
- Working in a professional office environment using computers and standard office equipment.
- Frequent interaction with the public, elected officials, coworkers, and outside agencies.
- Maintaining confidentiality while handling sensitive information.
- Sitting, standing, walking, bending, reaching, and lifting as required by the position.
- Occasional travel for training.
- Working both independently and collaboratively as part of a team.
- Meeting deadlines while managing multiple priorities.
- Compliance with County policies, safety procedures, and applicable state and federal regulations.
The Ideal Candidate
The ideal candidate demonstrates professionalism, integrity, sound judgment, excellent communication, customer service, collaboration, adaptability, and a commitment to public service.
Minimum Qualifications
- High school diploma or equivalent required; an associate or bachelor's degree in accounting, finance, business administration, or a related field is preferred.
- Three years of progressively responsible experience in accounting, bookkeeping, banking, payroll, accounts payable or receivable, or a related financial field; public-sector experience is preferred.
- Demonstrated proficiency with Microsoft Office Suite, particularly Excel, Word, and Outlook.
- Experience using accounting or financial management software; experience with QuickBooks or other governmental accounting systems is desirable.
- Ability to accurately perform mathematical calculations and reconcile financial records.
- Strong organizational skills with exceptional attention to detail and accuracy.
- Ability to maintain strict confidentiality and exercise sound judgment when handling sensitive financial information.
- Excellent customer service and communication skills, with the ability to interact professionally with the public, elected officials, and coworkers.
- Ability to prioritize multiple tasks, meet deadlines, and work independently with minimal supervision.
- Must successfully pass a criminal background check.
Compensation and Benefits
Hourly rate: $25.13 to $28.28
Classification: 9
Status: Non-exempt
Benefits Summary
- Payday is the last working day of each month.
- Twelve paid holidays.
- One personal day after the first anniversary of employment. Unused personal days are forfeited.
- Step increase per contract effective July 1, provided the employee is PTE or FTE and has reached their one-year anniversary date.
