Executive Administrator (#MAAZ05)
$63,733.00 Yearly Min / $79,666.00 Yearly Mid / $95,599.00 Yearly Max

Essential functions are fundamental, core functions common to all positions in the class series. These functions are not an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, employees can complete job duties of a similar kind not specifically listed here.

• Confers with internal and external executives and other leadership regarding policy implementation, personnel, operational, legislative, and constituent concerns. Prepares memorandums for the executive outlining relevant information including recommendations for action in compliance with relevant policies and procedures.

• Reviews correspondence and reports, determines the level of authority that can handle the complaint or issue, oversees tracking, reporting and review of data relating to violations and complaints, ensures intervention to correct issues/complaints, and keeps the executive appropriately briefed.

• Directs and oversees constituent relations including resolving crisis situations in service delivery referred by the Office of the Governor (OGOV), legislators, other agencies, and the public. Ensures that constituent contacts are handled quickly and responsively.

• Participates in drafting and analyzing legislation, provides testimony on bills, represents the agency at committee hearings, and keeps the executive informed of the status.

• Gathers and analyzes information and prepares agency accomplishments and activity reports for the OGOV.

• Prepares the unit budget, tracks expenditures, and may assist in the preparation and monitoring of the agency’s budget.

• Provides liaison with executives, OGOV, legislators, special interest groups, the media, council/commission members, state/federal contacts, and the public.  

• Responds to inquiries and complaints, explains policies, procedures, regulations, and the agency’s position on issues to resolve problems, and oversees the implementation of agency directives.

• Represents the executive at council meetings and on task forces.

• Plans, coordinates, and directs office activities and analyzes, recommends, and implements operating practices, policies, and procedures.

• Develops agendas and programs for leadership team meetings, conferences, and retreats.

• May supervise two or more merit full time positions. The elements of supervision include performing the following on a regular and continuing basis:  planning, assigning, reviewing, evaluating, coaching, training, disciplining, and recommending hire, termination, and promotion. 

• Performs other related duties as required.

The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.

• Knowledge of the operations, programs, services, organization, priorities, and objectives of all divisions within the assigned agency or statewide.
• Knowledge of the state legislative and budget process.
• Knowledge of principles, practices and procedures of administration, office management and budgetary control.
• Knowledge of applicable state, federal, or other laws, rules, regulations, standards, policies, and procedures.
• Skill in constituent relations, including resolving complex and sensitive media and legislative inquiries on behalf of the assigned agency.
• Skill in reviewing and evaluating programs and services to recommend improvements.
• Skill in providing complex technical guidance, consultation and recommendations based on best practices and research.
• Ability to develop and maintain effective relationships with associates, employees, the public and government officials.
• Ability to recognize and integrate diverse and/or conflicting priorities.
• Ability to communicate effectively, through written, electronic, or face-to-face interactions. 
• Ability to ensure the completion of special projects.
• Ability to effectively communicate agency policy.
• Ability to prepare clear and concise reports and maintain confidentiality.

JOB REQUIREMENTS for Executive Administrator
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

1. Three years' experience in public relations, media relations, or communications such as establishing and promoting a positive image with the public and informing or influencing specific audiences using internal and external communications such as public forums, journalism, writing, marketing, advertising, promotions, or special events.
2. Two years’ experience in program evaluation such as evaluating programs and services to identify problems, determine compliance, and evaluate the effectiveness and efficiency to ensure program goals and overall objectives are met.
3. Three years’ experience analyzing administrative issues, problems, or challenges, developing alternatives, and recommending and advising management on solutions.
4. Two years’ experience in project management such as planning, developing, implementing, managing and evaluating projects to ensure objectives are met.
5. Coursework, training and/or work experience in budget management and control such as managing a budget for the purpose of keeping expenditures within the limitations of available appropriations and available revenue and maintaining, monitoring, projecting and controlling a budget within set policies and procedures.