Economic Development Executive Assistant
Economic Development Partnership
Florence County, South Carolina
General Statement of Job
Under limited supervision, must be physically and mentally capable of performing a variety of complex administrative, secretarial and clerical duties in order to ensure effective and efficient office operations. Provides assistance to department management, co-workers and the general public as required. Manages the internal daily activities of the office of the Economic Development Partnership. Reports to the Executive Director.
SPECIFIC DUTIES AND RESPONSIBILITIES
Essential Job Functions
Assists Department Director and other staff members by performing a variety of secretarial and clerical duties, which may include but are not limited to composing and/or preparing reports and correspondence, performing physical and electronic dictation and transcription, researching and compiling data, maintaining inventory of office supplies and equipment, scheduling meetings and maintaining calendars, maintaining computer recordkeeping operations, budget preparation, receiving and receipting payments, maintaining financial records, establishing and maintaining filing systems, making travel arrangements, etc.
Types, copies, file and mail various routine confidential letters of correspondence, reports and official documents.
Under supervision, acts as the Administrative Secretary to Florence County Progress, Inc., including maintenance of membership records, invoices, bank transactions, meeting minutes and other duties.
Performs computer data entry to record and retrieve information.
Anticipates and prepares materials needed by supervisor for conferences, meetings, correspondence, etc.
Answers the telephone, provides accurate information to callers and/or forwards calls to appropriate staff person. Greets office visitors and performs customer/public service duties as required.
Receives, reviews, prepares and/or submits a variety of documents, which may include department records, inventory lists, logs, routine reports, applications, travel forms, meeting minutes, billing invoices, purchase requisitions, spreadsheets, budget documents, expenditure reports, schedules, attendance records, work orders, legal documents, memos, correspondence, etc.
Operates a variety of equipment, which may include a computer, printer, typewriter, copier, fax machine, telephone, two-way radio, audio-visual equipment, tape recorder, Dictaphone, calculator, cash register, microfilm reader/printer, etc.
Is the partnershipâ€™s in-house expert on hardware/software applications such as desktop publishing, PowerPoint, access, word processing, and other systems as determined.
Coordinates the ordering, delivery and invoice processing for all office supplies, equipment, furniture and related items for the organization.
Responsible for coordinating all meetings and events for the Partnership and Florence County Progress, Inc. Responsibilities include meeting notification, meeting planning, production of agendas and handouts and ordering catering services as necessary.
Provides transportation as necessary for staff, volunteer leaders, prospects and other partiesâ€™ to/from events, meetings, prospect visitations, etc.
Interacts and communicates with departmental supervisors and employees. County Department Director and employees, sales representative, County officials, government agencies, various outside organizations and professionals, and the general public.
Additional Job Functions
Performs all other related duties as required
Minimum Training and Experience
Experience in economic, industrial, or community development field preferred. Requires a vocational/technical diploma in secretarial science or related field supplemented by three to five years of administrative experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Must be able to type 60-65 words per minute accurately, may require the ability to take shorthand and perform speedwriting. Must be fully functional in hardware and software applications related to desktop publishing, graphic presentations, database development, word processing and accounting.
EFFECTIVE DATE 10/16/2013