Executive Assistant to the County Administrator and Board of County Commissioners

BENEFITS:

• Health, dental, vision, and life insurance


• Retirement benefits


• Paid vacation, sick leave and holidays


• Employee Assistance Program


• Additional voluntary benefits

Job Title: Executive Assistant to the County Administrator and Board of County Commissioners

Reports To: County Adminstrator

FLSA Status: Non-Exempt

Primary Work Location: Rio Blanco County Administration Building, Meeker, Colorado

POSITION SUMMARY:

Provides executive-level administrative, operational, legal, and project coordination support to the County Administrator and Board of County Commissioners (BoCC). Exercises considerable independent judgment in coordinating County initiatives, managing confidential information, preparing official documents, monitoring organizational priorities, and ensuring timely completion of Board direction. Serves as a trusted administrative support resource who anticipates needs, manages complex assignments, coordinates executive office workflow, and supports continuity of County operations through delegated administrative responsibilities. The employee must exercise considerable initiative, discretion, sound judgment, and professionalism while managing competing priorities in a governmental environment.

ESSENTIAL DUTIES/RESPONSIBILITIES: The following statements are illustrative of the essential functions of the job and do not include other non-essential or peripheral duties that may be required. Rio Blanco County reserves the right to modify or change the duties or essential functions of this job at any time. Executive support to County Administrator and BoCC

• Serve as the primary executive support resource to the County Administrator and BoCC by managing schedules, correspondence, meeting preparation, travel, appointments, deadlines, priorities, and follow-up activities.


• Serve as a trusted point of coordination between the Administrator, BoCC, elected officials, department heads, legal counsel, outside agencies, community partners, and the public.


• Prepare, edit, proofread, and format professional correspondence, memoranda, reports, presentations, agreements, resolutions, notices, and other executive or legal documents.


• Research prior Board actions, County records, statutes, policies, agreements, and background materials; analyze and summarize findings and prepare supporting documentation for executive review.


• Monitor assignments, commitments, and action items originating from the Administrator or BoCC; obtain updates, identify delays, and ensure timely follow-through.


• Coordinate and maintain project, task, and performance-tracking tools for priorities assigned by the County Administrator or BoCC; collect departmental updates and prepare status reports, scorecards, or progress summaries for executive review.


• Respond to routine inquiries and resolve administrative matters within delegated authority; elevate sensitive, legal, policy, personnel, or financial matters as appropriate.


• Represent the Administrator in administrative coordination meetings or project discussions when assigned and communicate direction and follow-up accurately.


• Assist with special projects, organizational initiatives, policy development, strategic planning, budget preparation, and interdepartmental coordination.


• Assist with implementation and monitoring of the County's Strategic Plan, including coordinating periodic progress updates, departmental work plans, performance measures, and information needed to evaluate progress toward County goals.


• Conduct research and gather, analyze, and summarize information regarding emerging issues, proposed initiatives, operational concerns, or matters identified by the County Administrator or BoCC.


• Provide operational continuity for the Administration Office during the Administrator's absence by coordinating workflow, routing urgent matters, and carrying out delegated administrative responsibilities. This duty does not include exercising powers reserved by law or formal appointment to the County Administrator or BoCC.

Board and public meeting coordination:

• Coordinate regular and special BoCC meetings, work sessions, public hearings, joint meetings, and other meetings involving the Administrator or BoCC.


• Prepare or coordinate agendas, public notices, supporting materials, meeting packets, presentations, and meeting logistics in compliance with County procedures and applicable public meeting requirements.


• Review agenda submissions and supporting documents for completeness, consistency, approvals, signatures, fiscal information, and readiness for Board consideration.


• Coordinate with department heads, legal counsel, and outside parties to resolve missing or incomplete information before publication or Board action.


•  Track Board decisions and ensure approved documents, contracts, correspondence, and assignments are completed and distributed to appropriate parties.


• Coordinate County boards and commissions matters as assigned, including vacancies, applications, appointments, terms, notices, interviews, and records.


• Coordinate the tracking, referral, and follow-up of citizen inquiries or concerns assigned to the Administration Office, ensuring matters are routed to the appropriate department or elected official.

Contract, records, and administrative coordination:

• Coordinate routing, review, signature, distribution, and tracking of contracts, intergovernmental agreements, memoranda of understanding, and related documents.


• Maintain organized and accurate executive, Board, contract, and project files in accordance with County records retention requirements.


• Handle confidential and sensitive information involving personnel, legal matters, negotiations, executive communications, and County operations with the highest degree of discretion.


• Assist with responses to public records requests, legal document searches, and records research as assigned.


• Develop and improve administrative processes, tracking systems, templates, and standard operating procedures to strengthen efficiency, accountability, and continuity.


• Prepare and maintain administrative procedures, workflow instructions, master indexes, and other reference materials necessary to promote consistent practices and organizational continuity.


• Assist with preparation and monitoring of Administration Office budgets and capital-project information, including compiling financial information and coordinating project status updates for executive review.


• Provide limited administrative support for grants or other special projects when assigned, including gathering records, coordinating departmental information, and maintaining supporting documentation. Responsibility for grant administration, financial reporting, compliance, and reimbursement remains with the Finance Department or designated grant administrator.


• Provide backup support for critical Administration Office functions and cross-train designated staff as appropriate.

Organizational continuity and temporary support:

• Cross-train in essential County administrative and personnel-related procedures to support continuity of operations during temporary staff absences or vacancies.


• When assigned by the County Administrator or BoCC, provide temporary administrative and coordination support to other County functions while maintaining appropriate confidentiality and observing applicable legal, policy, and authorization requirements.

Leadership and professional responsibilities:

• Plan and prioritize work independently, anticipate needs, identify issues, and recommend practical solutions.


• Lead or coordinate assigned cross-departmental projects and work groups without necessarily having direct supervisory authority.


• Build effective working relationships and promote timely, respectful, and accurate communication among elected officials, the County Attorney, employees, agencies, vendors, and the public.


• Maintain current knowledge of County policies, governmental procedures, public meeting requirements, records practices, and relevant administrative practices.


• Perform other duties as assigned by the County Administrator.

SUPERVISORY RESPONSIBILITIES:

None. This position may coordinate projects, assignments, or work groups but does not supervise County employees.

JOB QUALIFICATIONS:

Knowledge of:

• Executive office practices, governmental administration, and the roles of elected officials and appointed staff.


• Public meeting, public notice, records retention, and governmental document practices.


•  Contract and legal document terminology, formatting, routing, and recordkeeping.


• Professional business writing, grammar, punctuation, proofreading, and records organization.


• Microsoft 365 or comparable office applications, shared drives, calendars, spreadsheets, presentations, databases, and electronic workflow systems.


• General knowledge of governmental personnel administration, employment-related confidentiality requirements, records management, and the legal and policy framework applicable to public-sector employment practices.

Skill in:

• Advanced written and verbal communication, including drafting and editing complex, sensitive, and high-visibility documents.


• Organizing executive workflow, managing multiple deadlines, and coordinating projects involving numerous internal and external participants.


• Researching, analyzing, and synthesizing complex information into clear recommendations, summaries, status reports, and action items.


• Using sound judgment, diplomacy, tact, and discretion in politically sensitive or confidential situations.


• Leading projects, facilitating coordination, resolving administrative problems, and following assignments through completion.


• Using spreadsheets, databases, and electronic tracking tools to maintain accurate records and prepare useful performance or project summaries.

Abilities:

• Work independently with limited supervision and make responsible decisions within delegated authority.


• Anticipate the needs of the Administrator and BoCC and proactively prepare information, documents, and follow-up.


• Maintain strict confidentiality and demonstrate a high level of personal integrity and professional judgment.


• Establish and maintain effective working relationships with elected officials, department heads, employees, legal counsel, agencies, community organizations, vendors, and the public.


• Communicate professionally and constructively with individuals who may be upset or emotional and assist in resolving administrative concerns within delegated authority.


• Adapt to changing priorities, interruptions, urgent deadlines, and occasional evening or early-morning meetings.


• Understand the distinction between administrative coordination and authority reserved to the BoCC, County Administrator, County Attorney, or other elected officials.


• Quickly become familiar with unfamiliar programs, procedures, and legal requirements and provide temporary organizational support within the authority delegated by the County Administrator or BoCC.

Education and/or Experience:

• Any combination of education, training, and progressively responsible experience that provides the required knowledge, skills, and abilities to perform the essential functions of the job, including the legal administrative experience described below.


• Associate degree in business administration, public administration, legal studies, paralegal studies, finance, communications, or a related field; bachelor's degree preferred. 


• Five (5) years of progressively responsible administrative experience, including experience performing legal secretary, paralegal, or comparable legal administrative support duties. Experience supporting attorneys, executives, elected officials, governmental agencies, or governing boards is strongly preferred.


• Demonstrated experience preparing, reviewing, proofreading, formatting, and managing legal or complex professional documents; maintaining confidential records; tracking deadlines; and coordinating matters requiring a high degree of accuracy, discretion, and independent judgment.


• An equivalent combination of relevant education, training, and experience that demonstrates the required legal administrative knowledge and skills may be considered.

Licenses or Certificates:

• Valid Colorado Driver's License or ability to obtain within the County's required timeframe.


• Notary Public commission or ability to obtain within six (6) months of employment.


• Paralegal or Legal Secretary certificate, project management, or public administration certification preferred but not required.

Physical Demands and Work Environment:

• Work is primarily performed in a normal office environment with frequent interaction with elected officials, employees, agencies, and the public.


• Regular use of computers, phones, and standard office equipment is required.


• Occasional travel within or outside the County and attendance at evening, early-morning, or special meetings may be required.


• Must be able to occasionally lift and carry up to 25 pounds.


• The position regularly handles sensitive and confidential information and may work under demanding deadlines or changing priorities.


• This is an on-site position based at the Rio Blanco County Administration Building in Meeker. The employee is expected to use video conferencing and other electronic collaboration tools to conduct County-wide business efficiently. Occasional travel to Rangely or other County locations may be required for meetings, departmental coordination, training, special projects, or other assigned duties.

This job description is not intended to be an exclusive list of all duties, responsibilities or qualifications associated with the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Rio Blanco County prohibits discrimination on the basis of age, sex, race, color, national origin, creed, ancestry, religion, disability, pregnancy, genetic information, sexual orientation, marital status, gender identity or any other status protected by federal or state law.