Executive Secretary

$40,257 - $50,275/Yr

Navajo County - Holbrook, AZ

Full-time - Entry Level

Holbrook, AZ

About the position

The Executive Secretary position at the Board of Supervisor's Office is designed for individuals who are highly organized, efficient, and adept in utilizing current technology. This role is pivotal in providing a variety of complex and confidential administrative duties, requiring independent judgment and discretion. The Executive Secretary will work closely with executive leadership and customers, thriving in a fast-paced environment. The position serves as the Executive Assistant to the Clerk of the Board and extends support to the Board of Supervisors, Records Management, and division leadership as necessary. In this role, the Executive Secretary will be responsible for formatting, composing, and typing correspondence, as well as preparing and maintaining office or department records and files, often of a complex nature. The position involves handling confidential and sensitive documents, answering telephone inquiries, and responding to questions from employees and the public. The Executive Secretary will also complete special projects as assigned, make appointments, and arrange travel and meetings. Additionally, the role includes preparing required reports, taking minutes of meetings, and managing mailings and correspondence. The ideal candidate will possess a strong knowledge of office practices and procedures, English grammar, and effective communication skills. They should be skilled in taking accurate notes, operating a computer, and establishing effective working relationships with employees, other agencies, and the public. This position is essential for ensuring the smooth operation of the Supervisor's Office and requires a proactive and detail-oriented individual.

Responsibilities

• Formats, composes and types correspondence.
• Prepares and maintains office or department records and files, often of a complex nature.
• Prepares and processes confidential and sensitive documents.
• Answers telephone, responds to questions from employees and the public.
• Completes special projects as assigned.
• Makes appointments, travel and meeting arrangements.
• Prepares required reports.
• Answers telephones, responds to questions, takes messages and transfers callers to appropriate parties.
• Answers questions and provides information for walk-in customers.
• Maintains files and records.
• Prepares documents and reports from information provided.
• May track and report office expenditures.
• Takes minutes of meetings, as needed.
• Prepares mailings and opens/distributes mail.

Requirements

• High School Diploma or G.E.D.
• Five years' experience in office work; prior work experience in a government setting preferred.

Nice-to-haves

• Knowledge of phone etiquette.
• Knowledge of office practices and procedures.
• Knowledge of English grammar, spelling, arithmetic, punctuation and grammar.
• Skill in taking accurate notes and taking and transcribing dictation.
• Skill in operating a computer and data entry.
• Skill in effectively communicating verbally and in writing.
• Skill in establishing and maintaining effective working relationships with employees, other agencies and the public.