Executive Administrative Assistant I

Job Description:

ATTENTION: This job announcement will close at 11:59 pm Eastern Time on either:

(A) June 3, 2025, or

(B) The date that 75 applications are received; whichever occurs first.

If the announcement closes on the date that 75 applications are received, all applications submitted by 11:59 pm that day will be given consideration, including those in excess of 75.

Calvert County Government is hiring a professional and detail-oriented Executive Assistant I to support the Department of Community Resources. The ideal candidate will show integrity and discretion when handling sensitive information, have strong writing and grammar skills, and be able to solve administrative challenges independently.

We’re looking for someone who is organized, can manage several tasks at once, and has experience with purchasing and accounts payable. If you’re interested in public service and enjoy supporting work that benefits the community, we encourage you to apply.

This position performs executive administrative support and office management work in support of a department head.  Responsibilities include coordinating internal and external administrative functions, facilitating interdepartmental collaboration, and supporting initiatives that align with the department’s mission. The role requires managing sensitive and confidential matters while liaising with citizens, businesses, employees, County officials, and elected representatives. Additionally, the position may oversee office operations and provide guidance to support staff. The work demands expertise in administrative processes, technology-driven workflow management, and strategic coordination of office functions.

The position operates under the general supervision of a department head or an executive administrator.

Essential Job Functions

Serves as the primary liaison between the department and external organizations, ensuring effective communication and collaboration, and conveying information and directives on behalf of department leadership.

Keeps department leadership informed of county initiatives and developments, while communicating and directing tasks to support staff.

Assists in the development, preparation, and management of departmental budgets, ensuring alignment with financial policies and procedures.

Supports program administration and specialized initiatives for the department and Board of County Commissioners.

Coordinates collection of financial transactions, bond fees, loan payments, and other department-specific payment processes.

Monitors departmental expenditures and financial reports to ensure compliance with approved budget allocations.

Coordinates with key departments on capital and operating accounts for equipment and services for the Department.

Troubleshoots and coordinates resolution of telecommunications and IT-related issues within the department.

Maintains department records, manuals, and resource materials, ensuring accessibility and compliance with regulatory guidelines.

Explains regulations and department processes to citizens and staff.

Develops and revises department webpage, procedural manuals, brochures, and forms in cooperation with Department of Communications & Media Relations.

Investigates and resolves billing discrepancies with vendors and service providers.

Ensures compliance with procurement policies; enters requisitions, submits invoices for payment and tracks open and closed purchase orders in collaboration with the procurement office.

Drafts and responds to email or correspondence on behalf of the department head.

May supervise clerical staff, assigning tasks and providing guidance for efficient workflow.

Coordinates multiple functions often of a technical or technology related nature in support of a department or affecting overall County operations. Provides Departmental support for implementation of new software or processes.

Assists with hiring, onboarding, transfer, promotions, payroll, leave, performance evaluation and other personnel actions.

Assists with scheduling, calendar coordination, meeting logistics and event planning for department leadership.

Prepares and edits professional documents, including official correspondence, memoranda, and reports. Ensure accuracy in grammar, formatting, and adherence to branding and style guides.

Conducts research, compiles, and analyzes data, and generates reports to support departmental operations and initiatives, and executive decision-making.

Ensures adherence to established policies, departmental procedures, and regulatory requirements, m