The Executive Assistant works for the State Independent Living Council. The Executive Assistant serves as the principle assistant responsible for providing professional administrative and support services to the Executive Director and the Council members.
The Executive Assistant is responsible for organizing logistics (scheduling, meeting locations, travel and food) for a minimum of four quarterly meetings as well as a range of committee meetings and other meetings that supports the Council in achieving its mandates. These logistics should reflect an awareness of the requirements of State travel regulations as well as Council bylaws, organizing principles and code of ethics. The Executive Assistant will ensure that meetings are held in facilities that meet ADA standards. Together with the Director, the Executive Assistant will ensure that Council members and members of the public receive reasonable accommodation upon request. The Executive Assistant will take notes at meetings for the public record. He or She will be responsible for making edits to the notes as requested by members and distributing final drafts for review and vote of the Council. The Executive Assistant will support the Council in developing public notices and ensuring that they are posted according to the requirements of the Open Public Meetings Act. The Executive Assistant will also maintain a range of Council records according to the retention schedule of the Public Records Act.
The Executive Assistant will develop, organize and maintain office systems in support of the Council. The position provides office support including word processing, database preparation, desktop publishing, answering the telephone, responding to email, preparing and processing mail. It requires a candidate with strong communication skills and a personal commitment to customer service.
This position provides key support to fiscal operations by maintaining appropriate cost accounting systems. The Executive Assistant will prepare and process travel reimbursements. He or she will prepare invoices and purchase orders, will order office supplies and will negotiate prices and prepare contracts with vendors (and personal services contracts when appropriate) according to state regulations and guidelines. The Executive Assistant will support the Director in preparing for budget negotiations. The Executive Assistant will assist the Executive Director in coordinating projects upon request.
This position requires the desire to work with people from a range of cultural backgrounds and with people with disabilities. We are looking for candidates who will demonstrate cultural competence through their behavior; exhibit the ability to work well with Center for Independent Living staff and other disability-related stake holders; demonstrate a commitment to customer service through behavior and communication; assist the Executive Director in coordinating projects upon request; make logistical arrangements for meetings across the state in facilities that meet ADA standards; coordinate the schedules and travel arrangements for 10 Council members and a Director each quarter; and be able to travel to quarterly meetings in various locations across the state.
The Executive Assistant will also work to support the Executive Director and the Council in connecting multiple constituents in a manner that will facilitate their improved collaboration and coordination. In this regard, the Executive Assistant will familiarize her or himself with groups and agencies, disability or otherwise, that may directly and indirectly benefit individuals with disabilities in this state.
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