Brooks County, Georgia Executive Assistant to the Administration and Staff Job Description & Performance Requirements Purpose This position provides executive-level administrative, purchasing, financial, payroll, project management, and event coordination support to the County Administrator and their respective Directors and staff. The position serves as a central administrative resource for Brooks County government and assists constitutional offices and County administrative departments while ensuring professionalism, confidentiality, efficiency, and compliance with applicable laws and county policies. Primary Responsibilities Provide executive administrative support to the County Administrator and Admin Staff. Assist the County Clerk with calendars, meetings, agendas, minutes, correspondence, and special projects. Assist Human Resources and Finance in the maintenance of confidential personnel, legal, financial, and executive records. Coordinate communications with elected officials, department heads, constitutional officers, vendors, citizens, and outside agencies. Prepare reports, resolutions, ordinances, contracts, presentations, and other official documents, as assigned. Assist the County Clerk in coordinating Commission workshops, meetings, and follow-up actions. Purchasing Agent Responsibilities Serve as the centralized purchasing agent for Brooks County administrative departments and constitutional offices as assigned. Ensure compliance with county purchasing policies and Georgia procurement requirements. Prepare purchase orders, solicit quotations, manage bids/RFPs, maintain procurement files, administer vendor relationships, monitor contracts and renewals, and assist departments with procurement planning. Payroll & Finance Support Process payroll accurately and confidentially. Assist Human Resources in the maintenance of payroll records and assist in the reconciliation of payroll reports. Coordinate with Human Resources and the Finance Director regarding personnel actions affecting payroll. Assist with audits, budgeting, financial reports, and departmental expenditure tracking. Provide finance office backup during peak workloads, audits, and budget development. Budget Support Assist in annual operating and capital budget preparation. Compile departmental requests, prepare spreadsheets, analyze expenditures, monitor amendments, and support grant and capital planning activities. Events Coordinator Coordinate county-sponsored events, ceremonies, workshops, ribbon cuttings, employee recognition events, public meetings, and special initiatives. Coordinate venues, vendors, invitations, media notifications, logistics, audiovisual needs, volunteers, and post-event evaluations. Knowledge, Skills & Abilities Excellent written and verbal communication. Advanced Microsoft Office proficiency. Ability to maintain confidentiality. Strong organizational, analytical, financial, and customer service skills. Ability to manage multiple deadlines with minimal supervision. Minimum Qualifications Associate degree/substantial credits from an accredited business institution; bachelor's degree in public administration, business, accounting, finance, or related field preferred but not required for the position offer. 5 years of progressively responsible administrative experience preferred; At least 1 year experience in a municipal/county or state government position is required. Experience with governmental purchasing, payroll, budgeting, or municipal/county operations preferred. Performance Standards Commission agenda packets completed by established deadlines. Payroll accuracy target of99% or greater. Purchase orders processed within established timelines. Bid and procurement files maintained in compliance with policy. Professional communications with elected officials, employees, vendors, and the public. Projects completed accurately and on schedule. Maintains strict confidentiality. Demonstrates initiative, sound judgment, and continuous process improvement. Other Duties Perform additional duties assigned by the County Administrator consistent with county operations.

Relatable information:

This position will report directly to the County Administrator and serve as support for all County directors and constitutional Offices upon the Administrator's direction. This position will require training throughout the fiscal year, and travel may be required at times. Anyone selected for this position will be placed on a 6-month probationary period. The County Administrator reserves the right to extend that probationary period, if necessary, to 12 months. Compensation will be based on experience and background of the candidate. The annual pay scale range set for this full-time position will be $37,440 (18/hr.) to $52,000 (25/hr.) Compensation will be negotiated with the County Administrator and recommended to the Board of Commissioners for their input and final approval. The Board of Commissioners may set the pay rate at their discretion provided budgetary funds are available. This is a full-time position and will be eligible for all benefits offered to Brooks County employees via the employee hiring packet and handbook at the assigned start date.

Pay:

$18.00 - $25.00 per hour Expected hours: 40.0 per week

Benefits:

Dental insurance Health insurance Life insurance Paid time off Retirement plan Vision insurance

Work Location:

In person