Executive Specialist

EXAMPLES OF DUTIES:

• Research, compile, analyze, and summarize data for a variety of projects and reports on behalf of a director or executive manager.
• Respond to requests for information and assistance; schedule and rearrange director/executive manager’s calendar in terms of priority of appointments, events, and activities; summarize critical or urgent issues and direct them to the appropriate staff.
• Provide information and assistance to staff, outside agencies, and the public related to laws, rules, regulations, policies, and procedures. 
• Make travel arrangements; plan and coordinate conferences, trainings, and workshops; maintain public facilities calendars; prepare training materials for services, processes, and procedures.
• Assist in the development of the budget, including drafting budget narratives and estimating needed funds; compile budget requests, prepare revenue and expenditures reports, monitor budget expenditures, and correct erroneous charges; prepare budget modification documents.
• Develop and maintain procedures, systems, and forms for processes such as payroll, attendance, training, performance evaluations, budgeting, production, and costs; revise and maintain administrative and operating policies, procedures, rules, regulations, and manuals; update resource materials.
• Assist in identifying financial, personnel, and material needs and issues; research and purchase office equipment and furniture; prepare contracts and monitor contract activities and payments; coordinate project workflow and activities with other divisions, departments, and outside agencies.
• Provide support to advisory boards, committees, and other community and professional groups; serve as a liaison for a department or division with staff, outside agencies, and the public.
• Perform other duties as assigned.

LEVEL AND TYPE OF WORK AND/OR SUPERVISION:

Executive Specialist

• Advanced level
• Administrative Support
• Perform the most difficult assignments requiring a higher level of responsibility, applying advanced subject knowledge, and exercising significant independent judgment and initiative.
• Receive work assignments in terms of objectives, priorities, and deadlines.
• Work is reviewed for technical accuracy, compliance to program objectives, and overall results.
• Receive general supervision from manager.
• May exercise functional and technical supervision over staff.

MINIMUM QUALIFICATIONS GUIDELINES:

Any combination of experience and training that would likely provide the required knowledge, skills, and abilities is qualifying. Requirements are determined at the time of recruitment based on responsibilities of the individual position and business needs of the department.

Executive Specialist

Training and experience for advanced level, administrative support classifications are typically equivalent to completion of the twelfth grade and three (3) to six (6) years of experience that demonstrates the ability to perform the duties of the position. (Equivalency 3-6 years of qualifying training and/or experience).

Depending upon assignment, candidates may be required to pass a criminal background check, have a valid driver license, and/or additional training, licenses, or certificates.