Executive Secretary

Overview & Benefits

Oakland County is more than just a workplace. It is a place where you can make a real difference. As one of Michigan’s leading public service organizations, we are committed to strengthening communities, delivering essential services, and improving the quality of life for nearly 1.3 million residents.

When you join our team, you become part of a mission-driven workforce guided by integrity, innovation, and a passion for public service. We offer competitive pay, comprehensive benefits, and the opportunity to do meaningful work that matters. Apply today and help shape the future of Oakland County, where we are All Ways Moving Forward.

For more information about Oakland County benefits and employee perks, please visit:

https://www.oakgov.com/government/human-resources/benefits/new-hire

General Summary

$60,057 - $80,464
This position is onsite.

Are you a highly organized professional who thrives in a fast-paced, executive-level environment? We are seeking an experienced executive support professional to provide high-level administrative support to senior leadership. The ideal candidate will have experience managing executive calendars, coordinating complex schedules, preparing executive correspondence, handling confidential information, and serving as a liaison with internal and external stakeholders.

What You’ll Do:
• Manage complex calendars, schedule meetings, and attend meetings as needed to document key discussions and action items
• Screen calls, inquiries, and correspondence, directing matters to appropriate parties and ensuring timely follow-up
• Maintain and organize both electronic and paper filing systems related to human resources, budgets, reports, and departmental operations
• Assist with administrative functions related to operating budgets, reporting, and internal procedures
• Identify and address discrepancies that deviate from established administrative policies and procedures
• Utilize Microsoft Office and department-specific systems to produce high-quality documents and reports

Why You’ll Love It:
• Work closely with executive leadership and contribute to high-level decision-making processes
• Be a central point of coordination for important departmental initiatives and communications
• Gain exposure to a wide range of administrative, operational, and public-facing functions
• Thrive in a dynamic role that values organization, professionalism, and attention to detail

Minimum Qualifications

REQUIRED MINIMUM QUALIFICATIONS

• Be a high school graduate or have a certificate of successful completion of the General Educational Development (GED) Test.
• Have had four (4) years of full‑time clerical experience.

NOTE:   Course work at an accredited college, university, or business school in a related area may be substituted for up to two (2) years of the required clerical work experience on a year‑for‑year basis.

SUPERVISION EXERCISED

May provide technical assistance, training, orientation, check the work of and/or assign work to office support employees.

                                  

ESSENTIAL JOB FUNCTIONS

Acts as confidential secretary to administrators and performs the following types of duties: screens the public to determine the nature of requests or problems, schedules appointments, takes messages, refers clients to proper parties, and performs related public relations activities.

Composes general letters and memoranda from rough drafts or general instructions, involving the assembly of data from various records and files. Uses discretion and judgement in the preparation of such correspondence and e-mail.

Takes and transcribes dictation received from one or more persons involving general correspondence, departmental memoranda, e-mail, reports, standard office records, special and annual reports, legal documents, and other matters related to departmental operations.

Supervises and/or assists in the preparation and maintenance of departmental accounting, human resources, payroll, or other related documents and records.

Answers general inquiries regarding policies or procedures by providing information requiring general interpretations and familiarity with departmental operations.  Refers questions to appropriate parties as needed.

Formulates, recommends and, on approval, implements procedural changes in office clerical operations and/or certain departmental administrative procedures.

Selects and/or gathers specific information or desired materials from other individuals and employees as needed for effective department administration, as requested by supervisor or according to departmental procedures.

Participates in the preparation of budget documents and the maintenance of related forms and paperwork.

Sends, routes, relays, or refers information, special forms, or documents to proper persons or departments.

Sets up files and prepares classified material for filing or identification, using computer systems or standard paper files.

Reviews and verifies documents, general reports and records for accuracy and conformance to policies, rules, and procedures.

Utilizes current county-wide and/or department specific software to complete assignments.

ADDITIONAL DUTIES & RESPONSIBILITIES

May receive and review a large number of documents and computer files.

Files forms, records, correspondence, or other material following the accepted filing method (alphabetical, numerical, chronological).

Using a personal computer, may search and retrieve records, input data, and compare to source documents to detect errors or omissions.  Corrects as necessary for complete accuracy.

IMPORTANT NOTE:  The primary purpose of this job description is to set a fair and equitable salary range for this job classification.  Generally, only those key duties necessary for proper job evaluation and/or labor market analysis have been included. Other duties and responsibilities will be assigned by the supervisor.

                                                                                                 

ESSENTIAL PHYSICAL & MENTAL REQUIREMENTS

Ability to communicate to accurately convey information using tact and diplomacy.

Ability to prepare various reports and correspondence.

WORKING CONDITIONS

Work is performed in a typical office environment.

ADDITIONAL DESIRABLE QUALIFICATIONS

Considerable proficiency in software applications such as Microsoft Windows and Office Suite applications.

Considerable knowledge of modern office practices and procedures.

Considerable knowledge of networked computer processes and Internet resources as applied to department operations.

Considerable skill in customer service and ability to communicate with the general public.

Considerable ability to follow oral and written instructions.

Considerable ability to make routine decisions in accordance with established policies and procedures.

Considerable ability and skill to recognize and correct departures from routine departmental practices and procedures.

Considerable ability and skill in initiating improvements in departmental practices and procedures.

Considerable knowledge of grammar, spelling, and punctuation.

Reasonable skill in taking and transcribing verbatim dictation.

Reasonable ability to perform standardized computations

Reasonable ability to utilize current word processing, spreadsheet, database, e-mail, and Internet software.

Additional Minimum Qualifications

Union*

*If applicable

EEO Statement

We are committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of race, color, religion, creed, national origin or ancestry, sex, gender identity, age, physical or mental disability, veteran or military status, genetic information, sexual orientation, marital status, or any other legally recognized protected basis under federal, state or local laws, regulations or ordinances.

Inclusion Statement

Oakland County is committed to welcoming applicants from all backgrounds, including those with prior convictions, as we believe in providing equal opportunities for all. We value the unique perspectives and experiences each individual brings to our team and are dedicated to fostering an inclusive, supportive workplace. If you have the skills and qualifications for the position, we encourage you to apply. All candidates are evaluated based on their ability to meet the job requirements, legal obligations and thrive in our organization. All ways, MOVING FORWARD.