Executive Assistant to the County Administrator

Position Description

Position Title: Executive Assistant to the County Administrator

Department: Administration

Classification: Full-Time, Salaried

FLSA Status: Exempt

Pay Grade: 12

Starting Salary: $58,344 - $66,845

Reports To: County Administrator

Direct Reports: None

Last Updated: 04/2026

Job Summary

The Executive Assistant to the County Administrator provides high-level administrative, operational, and confidential support to the County Administrator in managing the day-to-day functions of county government. This position serves as a key liaison between the Administrator’s Office, elected officials, department heads, staff, and the public, ensuring efficient communication, coordination, and execution of priorities.

The Executive Assistant is responsible for managing complex schedules, coordinating meetings and official functions, preparing correspondence and reports, and handling sensitive information with discretion and professionalism. This role requires strong organizational skills, sound judgment, and the ability to anticipate needs, prioritize tasks, and operate effectively in a fast-paced governmental environment.

Additionally, the Executive Assistant may assist with special projects, support policy and operational initiatives, and help ensure compliance with applicable laws, regulations, and administrative procedures. The position plays a critical role in promoting efficiency, transparency, and responsiveness within the County Administrator’s Office.

Essential Functions and Responsibilities

The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily and successfully to be qualified for the position. Other duties may be required and assigned.

Administrative:

• Serve as the primary point of contact for the County Administrator’s Office, responding to inquiries from elected officials, department heads, staff, and the public in a professional and timely manner.
• Facilitate communication and coordination between the County Administrator’s Office and other departments, agencies, and external stakeholders.
• Provide direct administrative support to the County Administrator, including managing a complex and frequently changing calendar, scheduling meetings, and coordinating appointments.
• Prepare, review, and distribute correspondence, reports, presentations, agendas, and official documents with a high degree of accuracy and attention to detail.
• Maintain strict confidentiality while handling sensitive information related to personnel matters, legal issues, and policy discussions.
• Monitor deadlines and ensure timely completion of assignments, reports, and compliance-related requirements.
• Organize and maintain records, files, and document management systems in accordance with records retention policies and applicable regulations.
• Coordinate travel arrangements, conferences, and official events for the County Administrator and County Commissioners.
• Identify opportunities to improve office and organizational efficiency and implement administrative best practices.
• Assist in the development, tracking, and administration of special projects and initiatives led by the County Administrator.
• Conduct research and compile data to support decision-making, policy development, and operational improvements.
• Perform other related duties and responsibilities as assigned to support the effective operation of the County Administrator’s Office.

Meetings:

• Prepare, compile, and distribute meetings agendas in collaboration with the County Administrator and relevant departments. Gather briefing materials, reports, and supporting documents in advance of meetings.
• Ensure all materials are accurate, complete, and distributed within required timelines.
• Maintain subscriber lists for meeting notifications.
• Attend meetings as required and record accurate, concise minutes.
• Document key decisions, action items, and follow-up responsibilities.
• Prepare and distribute official meetings minutes in a timely manner.
• Track and monitor action items resulting from meetings.
• Follow up with departments or individuals to ensure timely completion of assigned tasks.
• Maintain logs or tracking systems for ongoing initiatives and commitments.
• Assist with public posting requirements and archival of meeting materials.
• Ensure public meetings are held in compliance with the Michigan Open Meetings Act.
• Act as ADA Coordinator and assist individuals requesting special accommodations to attend public meetings.

Websites & Social Media:

• Maintain Menominee County’s official website and online reservation system.
• Keep information on websites and social media accounts updated and accurate.
• Assist the public with the online reservation system, including making new reservations, cancelling reservations, modifying existing reservations, and processing refunds or issuing credit codes.
• Train staff how to use the website and reservation system programs.

Budget & Finance:

• Assist in the development and coordination of the County’s annual budget.
• Assist with budget tracking, purchasing processes, and administrative oversight of departmental expenditures as assigned.
• Monitor departmental budgets and expenditures to ensure alignment with approved appropriations.
• Review, process, and track invoices, purchase orders, and payment requests.
• Review and approve payment vouchers and check approval reports in the absence of the County Administrator.
• Ensure expenditures are properly coded and comply with county financial policies.
• Assist with procurement processes, including preparing requisitions and bid documentation.
• Maintain records of vendor contracts, agreements, and renewals.
• Ensure documentation is audit-ready and compliant with public sector financial regulations.
• Assist in preparing materials and documentation for internal and external audits.
• Ensure adherence to county, state, and federal financial guidelines.
• Record and track financial decisions and budget amendments from meetings.
• Maintain records of the County’s fixed assets.
• Maintain and track liability and workers’ compensation insurance certificates for vendors doing business with the County.
• Assist with the County’s annual workers’ compensation insurance audit.
• Manage employee credit cards, including tracking physical cards, managing spending limits and fraud detection, organizing and coding receipts and invoices, and processing monthly credit card statements.
• Prepare and track invoices for the Menominee Regional Airport, including lease & rental invoices, commercial operator invoices, and fuel and service invoices.
• Prepare and track annual lease invoices for the Parks & Recreation Department.
• Prepare and reconcile deposits for the Menominee Regional Airport and Parks & Recreation Department, including cash handling and electronic payments.
• Manage centralized purchasing contracts, agreements, and programs, including placing and tracking orders for departments.

Human Resources:

• Maintain the County’s personnel allocation list.
• Assists the County Administrator with preparing for collective bargaining and personnel policy development and implementation.
• Review and approve timesheets in the absence of the County Administrator.
• Assist the County Administrator in scheduling and conducting interviews or as representative for the County Administrator, as required.

Freedom of Information Act:

• Manage all Freedom of Information Act (FOIA) requests received in compliance with the Michigan Freedom of Information Act.
• Facilitate communication and coordination with other departments to fulfill FOIA requests.
• Determine if all or parts of the records requested are exempt from the Michigan Freedom of Information Act, and redact public records as necessary.
• Track FOIA requests to ensure statutory timelines are met in compliance with the Michigan Freedom of Information Act.
• Prepare, review, and distribute correspondence, including approval and denial letters and requests for additional information needed.
• Prepare and track invoices for FOIA requests.

Preferred Education & Qualifications

Education:

• Associate’s degree or higher in public administration, business administration, finance, accounting, human resources, or closely related field.

Experience:

• More than two (2) years of work-related experience.

Licenses, Certifications, and Other Requirements:

• State of Michigan – Notary Public (within six (6) months of hire).

In evaluating candidates for this position, Menominee County may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.

TO APPLY FOR THIS POSITION: Email your completed Menominee County Employment Application , cover letter, resume, and three (3) professional references to Jason Carviou, Menominee County Administrator, at [email protected] .

* A cover letter, resume, and three (3) professional references are REQUIRED along with your Menominee County Employment Application.

Applications will be accepted until June 12, 2026 at 4:30 PM CST.

Questions regarding this position may be directed to Jason Carviou, Menominee County Administrator, at906-863-9648 or via email at [email protected] .