Job Title:
Executive Assistant to the County Administrator and Board of County Commissioners
Department:
County Administration / Board of County Commissioners ("BoCC")
Reports To:
County Administrator
FLSA Status:
Non-Exempt
Primary Work Location:
Rio Blanco County Administration Building, Meeker, Colorado
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POSITION SUMMARY:
Provides executive-level administrative, operational, legal, and project coordination support to the County Administrator and Board of County Commissioners (BoCC). Exercises considerable independent judgment in coordinating County initiatives, managing confidential information, preparing official documents, monitoring organizational priorities, and ensuring timely completion of Board direction. Serves as a trusted administrative support resource who anticipates needs, manages complex assignments, coordinates executive office workflow, and supports continuity of County operations through delegated administrative responsibilities. The employee must exercise considerable initiative, discretion, sound judgment, and professionalism while managing competing priorities in a governmental environment.
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ESSENTIAL DUTIES/RESPONSIBILITIES:
The following statements are illustrative of the essential functions of the job and do not include other non-essential or peripheral duties that may be required. Rio Blanco County reserves the right to modify or change the duties or essential functions of this job at any time.
Executive support to County Administrator and BoCC
Serve as the primary executive support resource to the County Administrator and BoCC by managing schedules, correspondence, meeting preparation, travel, appointments, deadlines, priorities, and follow-up activities.
Serve as a trusted point of coordination between the Administrator, BoCC, elected officials, department heads, legal counsel, outside agencies, community partners, and the public.
Prepare, edit, proofread, and format professional correspondence, memoranda, reports, presentations, agreements, resolutions, notices, and other executive or legal documents.
Research prior Board actions, County records, statutes, policies, agreements, and background materials; analyze and summarize findings and prepare supporting documentation for executive review.
Monitor assignments, commitments, and action items originating from the Administrator or BoCC; obtain updates, identify delays, and ensure timely follow-through.
Coordinate and maintain project, task, and performance-tracking tools for priorities assigned by the County Administrator or BoCC; collect departmental updates and prepare status reports, scorecards, or progress summaries for executive review.
Respond to routine inquiries and resolve administrative matters within delegated authority; elevate sensitive, legal, policy, personnel, or financial matters as appropriate.
Represent the Administrator in administrative coordination meetings or project discussions when assigned and communicate direction and follow-up accurately.
Assist with special projects, organizational initiatives, policy development, strategic planning, budget preparation, and interdepartmental coordination.
Assist with implementation and monitoring of the County's Strategic Plan, including coordinating periodic progress updates, departmental work plans, performance measures, and information needed to evaluate progress toward County goals.
Conduct research and gather, analyze, and summarize information regarding emerging issues, proposed initiatives, operational concerns, or matters identified by the County Administrator or BoCC.
Provide operational continuity for the Administration Office during the Administrator's absence by coordinating workflow, routing urgent matters, and carrying out delegated administrative responsibilities. This duty does not include exercising powers reserved by law or formal appointment to the County Administrator or BoCC.
Board and public meeting coordination
Coordinate regular and special BoCC meetings, work sessions, public hearings, joint meetings, and other meetings involving the Administrator or BoCC.
Prepare or coordinate agendas, public notices, supporting materials, meeting packets, presentations, and meeting logistics in compliance with County procedures and applicable public meeting requirements.
Review agenda submissions and supporting documents for completeness, consistency, approvals, signatures, fiscal information, and readiness for Board consideration.
Coordinate with department heads, legal counsel, and outside parties to resolve missing or incomplete information before publication or Board action.
Track Board decisions and ensure approved documents, contracts, correspondence, and assignments are completed and distributed to appropriate parties.
Coordinate County boards and commissions matters as assigned, including vacancies, applications, appointments, terms, notices, interviews, and records.
Coordinate the tracking, referral, and follow-up of citizen inquiries or concerns assigned to the Administration Office, ensuring matters are routed to the appropriate department or elected official.
Contract, records, and administrative coordination
Coordinate routing, review, signature, distribution, and tracking of contracts, intergovernmental agreements, memoranda of understanding, and related documents.
Maintain organized and accurate executive, Board, contract, and project files in accordance with County records retention requirements.
Handle confidential and sensitive information involving personnel, legal matters, negotiations, executive communications, and County operations with the highest degree of discretion.
Assist with responses to public records requests, legal document searches, and records research as assigned.
Develop and improve administrative processes, tracking systems, templates, and standard operating procedures to strengthen efficiency, accountability, and continuity.
Prepare and maintain administrative procedures, workflow instructions, master indexes, and other reference materials necessary to promote consistent practices and organizational continuity.
Assist with preparation and monitoring of Administration Office budgets and capital-project information, including compiling financial information and coordinating project status updates for executive review.
Provide limited administrative support for grants or other special projects when assigned, including gathering records, coordinating departmental information, and maintaining supporting documentation. Responsibility for grant administration, financial reporting, compliance, and reimbursement remains with the Finance Department or designated grant administrator.
Provide backup support for critical Administration Office functions and cross-train designated staff as appropriate.
Organizational continuity and temporary support
Cross-train in essential County administrative and personnel-related procedures to support continuity of operations during temporary staff absences or vacancies.
When assigned by the County Administrator or BoCC, provide temporary administrative and coordination support to other County functions while maintaining appropriate confidentiality and observing applicable legal, policy, and authorization requirements.
Leadership and professional responsibilities
Plan and prioritize work independently, anticipate needs, identify issues, and recommend practical solutions.
Lead or coordinate assigned cross-departmental projects and work groups without necessarily having direct supervisory authority.
Build effective working relationships and promote timely, respectful, and accurate communication among elected of
