Job description

JOB
This position functions as an executive assistant to the Director of Social Services. This position assures that the operations of the Director’s office runs smoothly. This includes screening telephone calls, assisting Board members and other officials and serving as a conduit between the Director, staff, community partners and customers. This position serves as a member of the Director’s Leadership Team. The position also serves as a liaison to the agency’s Social Services Board on behalf of the Director. Responsibilities require substantial knowledge of agency programs, policies, and procedures. Position assists in the development and interpretation of agency policies and procedures. The responsibilities also require a substantial knowledge of Wilson community resources and the state/federal human services system. Responsibilities include public/community relations in representing the agency and Director to a diverse group of people; working with staff on various projects, team assignments and meetings; coordinating on behalf of the Director with the Social Services Board; developing and updating agency web pages as a part of maintaining and developing the agency’s intranet site; developing presentations (including effective PowerPoints) for Director presentations; assisting the Director in the Budget Process; providing training to groups of staff; collecting, analyzing, and producing assigned statistical reports; a variety of office management responsibilities; and composing letters, memorandums and other documents. Most of the information in the Director’s office is confidential and sensitive and requires adherence to strict guidelines. All public inquiries must be handled professionally. When the Director is unavailable, this position must decide the appropriate action to be taken (e.g. requests the Deputy Director, the program managers, and/or the attorney to handle, or contacts the Director when out of the office). These decisions are critical due to the importance of such areas as media relations, liability issues or personnel matters.

SUPPLEMENTAL INFORMATION
KNOWLEDGE, SKILLS AND ABILITIES: Excellent knowledge and skill in both oral and written communication are essential. The skills and ability to apply complex and diverse communication techniques when interacting with staff, customers and the general public are critical to carrying out the mission and responsibilities of the agency and the director’s office. Strong public relation/public speaking skills are essential. The ability to work independently, using knowledge of sound decision-making principles, is critical as this employee must often act in the absence of immediate supervision. The ability to manage and coordinate a variety of tasks and the ability to effectively respond to the demands of a dynamic work environment are required. Ability to model and practice strong organizational skills and continuously enhance the organization of the Director’s office. Position requires skills in gathering, analyzing, editing and reporting information. Responsible for independently composing letters, memorandums and other documents based on ideas given. Ability to plan, prioritize, organize and coordinate tasks and deadlines for multiple projects. Initiative and good judgment is essential in carrying out the function of this position. Must be able to effectively handle customer complaints that would be referred to the Director and follow through to a resolution (strong customer service skills are required). Requires the ability to work effectively in a teamwork setting and maintain a cooperative and effective relationship with team members, community professionals, and agency leaders. Must be able to type proficiently (minimum of 45 net words per minute). Must possess excellent computer skills and ability to troubleshoot computers and have working knowledge of the following software applications: Microsoft Windows, Microsoft Word and Excel, Smart Draw, PowerPoint (extensive PowerPoint skills needed) and web page development (using on line software). Must have the ability to provide training to groups of agency staff.APPLICATION PROCESS: Candidates must complete and submit a Wilson County application by the closing date. A resume may be attached but is not a substitute. Incomplete or unsigned applications will not be processed.

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