Executive Assistant

POSITION SUMMARY

An employee in this position provides senior-level administrative and program support for Harnett County Emergency Services. Work includes coordinating departmental activities and administrative workflow; preparing correspondence, reports, and other documentation; coordinating meetings and schedules; maintaining records; assisting with personnel, purchasing, financial, and administrative processes; and coordinating special projects and assignments. The employee serves as a primary administrative liaison for Emergency Services and works closely with departmental leadership, County officials, employees, public safety partners, vendors, and the general public. The position reports directly to the Emergency Services Director and requires independent judgment, discretion, confidentiality, organization, and the ability to manage multiple priorities in a complex public safety environment. Will serve as backup to the Emergency Services Finance Administrator to ensure continuity of departmental administrative and financial functions. Hiring Range: $59,774 - $69,487 based on education and experienceDUTIES AND RESPONSIBILITIES

ESSENTIAL FUNCTIONS OF THE POSITION:

• Provides senior-level administrative support for Emergency Services and assists with coordinating departmental activities, priorities, meetings, schedules, and administrative workflow.
• Prepares, reviews, and maintains correspondence, reports, presentations, meeting materials, agendas, minutes, forms, records, and other departmental documentation.
• Coordinates and processes departmental human resources documentation, including recruitment and hiring paperwork, personnel actions, performance evaluations, disciplinary documentation, employee status changes, and other personnel records; maintains confidentiality and coordinates with County Human Resources as necessary.
• Serves as backup to the Emergency Services Finance Administrator and assists with financial, purchasing, payroll, personnel, and other administrative functions as needed to ensure continuity of operations.
• Coordinates meetings, appointments, departmental activities, and special events and assists with documenting and tracking assignments, deadlines, and follow-up actions.
• Maintains and organizes departmental files, personnel records, contracts, correspondence, reports, and other official records and documentation.
• Conducts research, gathers information, and assists with the preparation of reports, recommendations, presentations, special projects, and other departmental initiatives.
• Serves as an administrative liaison with County departments, employees, public safety agencies, partner organizations, vendors, and the general public.
• Supports Emergency Operations Center and departmental operations during emergencies, planned events, exercises, and other activations as assigned.
• Performs other related duties as assigned.

MINIMUM QUALIFICATIONS

MINIMUM REQUIREMENTS TO PERFORM WORK:

• Associate degree in business administration, public administration, office administration, accounting, finance, emergency services, or a related field;
• Four (4) years of progressively responsible administrative, executive support, office management, finance, or related experience;
• Experience utilizing Microsoft Office applications and electronic document, scheduling, and records management systems;
• Preferred experience or working knowledge of human resources practices and procedures, including personnel policies, employee records management, hiring and onboarding processes, benefits administration, and other HR-related paperwork.
• Familiarity with maintaining confidential personnel information and ensuring compliance with established policies and procedures is preferred.
• Possession of a valid North Carolina driver's license;
• Possession of FEMA ICS-100, ICS-200, IS-700, and IS-800 within twelve (12) months of employment;
• Possession of FEMA ICS-300 & 400 preferred. Can obtain after employment.
• Or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.

KNOWLEDGE, SKILLS, and ABILITIES:

• Knowledge of executive and administrative support practices, office procedures, records management, and organizational workflow.
• Knowledge of local government administrative, financial, and human resources processes, including budgeting, purchasing, accounts payable, payroll, personnel actions, benefits, recruitment, performance evaluations, and employee records.
• Knowledge of modern office technology and software used for document preparation, spreadsheets, presentations, scheduling, communications, and records management.
• Skill in coordinating meetings, schedules, projects, priorities, deadlines, and follow-up activities.
• Skill in preparing, reviewing, and maintaining professional correspondence, reports, presentations, personnel documents, financial records, meeting materials, and other administrative documentation.
• Ability to independently organize and prioritize multiple assignments, anticipate administrative needs, meet deadlines, solve problems, and adapt to changing priorities.
• Ability to research and organize information and prepare accurate documentation, reports, and materials for departmental use and decision-making.
• Ability to exercise sound judgment, discretion, and confidentiality when handling sensitive personnel, financial, legal, and operational information.
• Ability to communicate effectively and maintain professional working relationships with County officials, employees, public safety agencies, partner organizations, vendors, and the general public.

SUPPLEMENTAL INFORMATION

PHYSICAL DEMANDS:

Must be able to perform sedentary work and occasionally exerting up to 10 pounds of force to lift, carry, push, pull, or otherwise move objects. This work also involves the physical abilities of handling, discriminating among sounds, kneeling, lifting, having manual dexterity, using mental acuity, performing repetitive motion, speaking, standing, stooping, expressing ideas by the spoken word, shouting to be heard above ambient noise, and walking. An incumbent must also possess the visual acuity to analyze data and figures, operate a typewriter or computers, and determine accuracy, neatness, and thoroughness of work.

WORK ENVIRONMENT:

The employee works in an office setting. Primary work schedule is Monday through Friday during normal business hours, but work may include nights, weekends and extended hours to support mission of office for special events, training, and/or during emergency incidents. Employee is subject to emergency recall for emergency incidents or emergency operation center activations.

Benefits

Harnett County takes pride in offering an excellent benefit package including health, dental, vision and life insurance, membership in the North Carolina Local Government retirement, free health clinic for employees and anyone in their household and other benefits. To see more information about the benefits offered by Harnett County, click here.