Executive Secretary (County Attorney)

Position Summary

This is an appointed position.

The Executive Secretary provides advanced administrative and executive support to the County Attorney and Deputy County Attorney and assists in the efficient operation of the County Attorney's Office. The position requires a high level of confidentiality, professionalism, organization, attention to detail, and the ability to work independently in a fast-paced governmental legal environment.

The Executive Secretary serves as a key administrative liaison between the County Attorney, attorneys, County departments, elected and appointed officials, governmental agencies, employees, outside counsel, courts, vendors, and members of the public.

Pay Grade: 45

Salary Commensurate with Experience and Education

Minimum Qualifications

• Six (6) years of secretarial or clerical experience; two (2) of which must be in an executive support capacity; including experience operating a personal computer that utilizes a variety of software; AND
• High school graduate or possess a GED.
• Must be able to type at least fifty (50) WPM with three (3) or less errors.
• PROOF OF EDUCATION, TRAINING, AND/OR EXPERIENCE IS REQUIRED.

Duties and Responsibilities

• Provides comprehensive administrative support to the County Attorney, including managing correspondence, calendars, meetings, appointments, and daily administrative activities.
• Prepares, proofread, format, and distribute correspondence, memoranda, reports, presentations, and other legal or administrative documents.
• Maintains confidential files, records, correspondence, and information related to the County Attorney and the Office.
• Screens and prioritizes telephone calls, emails, correspondence, and requests for information.
• Coordinates meetings, conferences, presentations, and special events involving the County Attorney and Office staff.
• Prepares meeting agendas, materials, packets, and minutes as assigned.
• Monitors deadlines, appointments, assignments, and follow-up items to ensure timely completion.
• Performs other duties as required or directed.

KSAs

• Knowledge of administrative office practices and procedures.
• Knowledge of professional correspondence, document preparation, filing, and records management.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills.
• Exceptional attention to detail and accuracy.
• Ability to prioritize multiple assignments and meet established deadlines.
• Ability to work independently while also functioning effectively as part of a team.
• Ability to communicate professionally with County officials, attorneys, employees, governmental agencies, and the public.
• Ability to maintain effective working relationships with individuals at all levels of the organization.
• Proficiency with Microsoft Office applications, email, electronic calendars, spreadsheets, databases, and document-management systems.
• Ability to learn and effectively use County-specific financial, human resources, records, legal, and administrative systems.

Disclaimer

This position is subject to a background check for any convictions that have a substantial relationship to potential job duties. Only convictions that are substantially related to potential job duties will be considered and will not automatically disqualify the candidate.

Shelby County Resident Disclaimer

All employees hired after September 1, 1986, must be residents of Shelby County and shall continue to reside in the County as a condition of their employment. The residency requirement shall not apply to certain public safety/civil service employees. This means exemption from this policy is in effect for the following departments and positions: (1) Sheriff Deputy Patrol Officers, Deputy Jailers and Dispatchers, employed by the Sheriff Department, (2) Correction Officers employed by the Division of Corrections, (3) Firefighters, Paramedics and Dispatchers employed by the Shelby County Fire Department. The residency exemption for public safety/civil service employees does not include Appointed positions with Sheriff's Office, Division of Corrections or the Fire Department.