Explore Brooks County

Executive Assistant to the Administration and Staff

Job Description & Performance Requirements

Purpose

This position provides executive-level administrative, purchasing, financial, payroll, project management, and event coordination support to the County Administrator and their respective Directors and staff. The position serves as a central administrative resource for Brooks County government and assists constitutional offices and County administrative departments while ensuring professionalism, confidentiality, efficiency, and compliance with applicable laws and county policies.

Primary Responsibilities

• Provide executive administrative support to the County Administrator and Admin Staff.
• Assist the County Clerk with calendars, meetings, agendas, minutes, correspondence, and special projects.
• Assist Human Resources and Finance in the maintenance of confidential personnel, legal, financial, and executive records.
• Coordinate communications with elected officials, department heads, constitutional officers, vendors, citizens, and outside agencies.
• Prepare reports, resolutions, ordinances, contracts, presentations, and other official documents, as assigned.
• Assist the County Clerk in coordinating Commission workshops, meetings, and follow-up actions.

Purchasing Agent Responsibilities

• Serve as the centralized purchasing agent for Brooks County administrative departments and constitutional offices as assigned.
• Ensure compliance with county purchasing policies and Georgia procurement requirements.
• Prepare purchase orders, solicit quotations, manage bids/RFPs, maintain procurement files, administer vendor relationships, monitor contracts and renewals, and assist departments with procurement planning.

• Process payroll accurately and confidentially.
• Assist Human Resources in the maintenance of payroll records and assist in the reconciliation of payroll reports.
• Coordinate with Human Resources and the Finance Director regarding personnel actions affecting payroll.
• Assist with audits, budgeting, financial reports, and departmental expenditure tracking.
• Provide finance office backup during peak workloads, audits, and budget development.

Budget Support

• Assist in annual operating and capital budget preparation.
• Compile departmental requests, prepare spreadsheets, analyze expenditures, monitor amendments, and support grant and capital planning activities.

Events Coordinator

• Coordinate county-sponsored events, ceremonies, workshops, ribbon cuttings, employee recognition events, public meetings, and special initiatives.
• Coordinate venues, vendors, invitations, media notifications, logistics, audiovisual needs, volunteers, and post-event evaluations.

Knowledge, Skills & Abilities

• Excellent written and verbal communication.
• Advanced Microsoft Office proficiency.
• Ability to maintain confidentiality.
• Strong organizational, analytical, financial, and customer service skills.
• Ability to manage multiple deadlines with minimal supervision.

Minimum Qualifications

• Associate degree/substantial credits from an accredited business institution; bachelor's degree in public administration, business, accounting, finance, or related field preferred but not required for the position offer.
• 5 years of progressively responsible administrative experience preferred; At least 1 year experience in a municipal/county or state government position is required.
• Experience with governmental purchasing, payroll, budgeting, or municipal/county operations preferred.