Executive Assistant

Job Description

The Executive Assistant provides critical administrative support to the Board of Elections, ensuring smooth operations for all election-related activities and Board meetings. This role involves managing meeting agendas, preparing statutory election reports, and acting as a liaison between the Board, local municipalities, and state authorities. The position also supports election-related compliance, ballot preparation, and legal reporting requirements, while maintaining confidentiality and integrity. Additionally, the Executive Assistant collaborates with their counterpart to provide backup and support as needed.

Key Responsibilities:

Board Meeting Support:

• Electronically record all Board of Elections meetings.
• Prepare and type official meeting minutes for review and approval.
• Draft, post, and distribute meeting agenda notices and media advisories.

Election Administration:

• Assist with drafting ballot language according to statutory requirements.
• Submit ballot language for review and approval to the Secretary of State's Office, County Prosecutor's Office, and submitting entity.
• Prepare legal notices for publication in accordance with statutory requirements.
• Ensure timely and accurate reporting of election results to relevant bodies, including the Ohio Secretary of State, Ohio Department of Taxation, school districts, County Board of Commissioners, and other local governmental bodies and taxing authorities.
• Act as liaison between municipalities, the Secretary of State's Office, County Commissioners, and other relevant authorities.
• Prepare polling locations agreements for use and compile contact information.
• Ensure strict confidentiality in all election-related matters.

Purchasing and Vendor Relations:

• Manage procurement processes, including identifying and selecting new vendors.

Abilities:

• Strong administrative and organizational skills.
• Experience in election administration or governmental reporting is preferred.
• Excellent communication skills, both written and verbal.
• Ability to handle sensitive information with discretion.
• Proficient in Microsoft Office Suite and other relevant software.

Executive Assistant - Operations Administrator

The Executive Assistant plays a key role in the financial and human resources management of the organization, overseeing budget coordination, accounts payable, payroll processing, and HR administration. This position ensures accuracy and compliance with all financial and HR policies, handles sensitive information, and collaborates closely with the Director and Deputy Director to manage administrative operations. Additionally, the Executive Assistant collaborates with their counterpart to provide backup and support as needed.

Key Responsibilities:

Budget Management:

• Assist in the preparation, development, and monitoring of the organization's annual budget.
• Prepare budget reports for internal and external use, ensuring compliance with organizational policies and regulatory requirements.

Grant Monitor:

• Prepare necessary resolutions for County Commissions.
• Work with OMB and Auditors Offices to set up accounts.
• Create documentation for tracking grants/review all relevant grant requirements

Accounts Payable:

• Oversee the processing of all invoices, ensuring accurate and timely payment to vendors.
• Maintain and manage accounts payable records, including vendor files and payment histories.
• Reconcile accounts and work closely with vendors to resolve discrepancies or issues.

Payroll Administration:

• Process payrolls for all employees, ensuring accuracy in timekeeping, deductions, and payment distribution.
• Handle all payroll-related inquiries, and ensure compliance with federal, state, and local tax and labor laws.
• Prepare payroll reports and assist with audits or reviews as necessary.

Human Resources Support:

• Assist with the recruitment process, including job postings, scheduling interviews, and coordinating new hire onboarding.
• Maintain employee records, ensuring they are accurate, confidential, and up to date.
• Track employee leave, benefits, and attendance records.
• Coordinate annual performance review processes and assist with employee relations issues.
• Ensure compliance with employment laws and internal policies.
• Ensure confidentiality and integrity in handling financial and HR matters.
• Assist with special projects and provide support to the Director/Deputy Director as required.

Vendor and Contract Management:

• Support vendor contract management, ensuring timely renewals and adherence to terms.
• Track and report on vendor payments and contracts, ensuring compliance with procurement policies.

Abilities:

• Proven experience in financial administration, payroll, accounts payable, and human resources.
• Strong organizational skills with attention to detail.
• Ability to manage sensitive information with discretion and confidentiality.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite, accounting software, and HR management systems.
• Knowledge of payroll systems and labor regulations.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.

Shared Responsibilities for each position:

• Greets and assists visitors as needed.
• Answer calls to the administrative offices.
• Coordinate travel arrangements for Board of Elections staff and officials in each perspective party.
• Maintain accurate elections calendar; prepare reports, letters, and create forms as required.
• Must maintain confidentiality and business integrity.
• Perform additional administrative tasks as assigned, ensuring cross-functional support within the organization.
• Perform all other duties as assigned by the Director/Deputy Director, the Board of Elections and/or as prescribed by law.

Minimum Qualifications for each position:

• High School Diploma or equivalent required or 2 years of equivalent work experience. College level education is required.
• Must have a good understanding of budgetary procedures, and statistics.
• Excellent organizational and planning skills.
• Demonstrates the ability to type a minimum of 50 wpm.
• Excellent interpersonal skills which include effective verbal and written communications.
• Knowledge of and experience with on-line financial information systems.
• Demonstrates adaptability, flexibility, and dependability.
• Demonstrates leadership skills and business acumen.
• Self-motivated and able to work well under pressure.
• Must demonstrate the ability to create spreadsheets and databases using MS Excel.

An Equal Opportunity Employer