Executive Assistant

Administrative Assistant

The purpose of this position is to provide customer service and administrative support to the City Manager's executive staff. This is accomplished by performing work that may include screening calls and responding to questions or referring callers; providing customer service to the public; handling sensitive and confidential issues and customer complaints; managing complex calendars and appointments; arranging departmental meetings, programs, events or conferences, including all logistics; preparing and maintaining a variety of department-specific reports, databases and presentations; monitoring expenditures and transactions; composing original correspondence on behalf of City Manager, Assistant City Managers, and the Assistant to the City Manager, coordinating work for special projects; researching and compiling information and data; performing or overseeing data entry; summarizing data for presentations, including preparing graphs and charts; maintaining or overseeing the maintenance of a variety of department records; and performing miscellaneous clerical duties as required.

Essential duties and responsibilities include:

• Providing administrative support to the City Manager and their executive staff.
• Providing customer service to the public by receiving and directing phone calls and walk-ins, reporting on city matters, communicating with constituents and community leaders, conducting office tours, preparing written correspondence, and problem solving.
• Providing administrative support to the City Manager's Office by composing and preparing documents, ordering supplies, maintaining local files, handling confidential information, processing invoices, creating expense reports, coordinating EOC activities, taking meeting minutes, and reviewing/monitoring expenditures.
• Screening incoming mail for content and taking appropriate action; reviewing with City Manager or the Assistant to the City Manager as needed.
• Maintaining calendar/schedule of activities: scheduling and confirming appointments, meetings, interviews, conferences, training activities, or other activities; coordinating travel arrangements, accommodations, conference registrations, or other travel-related plans; updating calendar on a regular basis; and notifying parties involved of changes.
• Providing administrative support and coordination for various meetings at the executive management, which may include City Council meetings, committee meetings, and other meetings for appointed boards and commissions; preparing meeting agenda documents; coordinating meeting facilities, equipment, and refreshments; preparing and distributing agendas, meeting notices, meeting packets, and related documentation; recording and/or transcribing meeting minutes; distributing meeting minutes; and maintaining related records.
• Supporting City Manager's Office purchasing processes such as small vendor contracting, catering and event planning. Performing routine accounting functions including reconciling procurement card transactions for assigned divisions; collecting and verifying receipts; entering contracts and requisitions in financial software; processing invoices; and routing and closing contracts.
• Performing related duties in support of department operations: serving as human resources liaison, including attending meetings, distributing information, and assisting with payroll as needed; answering phone calls; providing information and answers questions; giving tours; updating and maintaining web pages for City Manager's Office, City Council, committees, boards, and commissions, etc.
• Communicating with City executives and officials, supervisor, other City employees, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Processing a variety of documentation associated with the City Manager's Office, within designated timeframes and per established procedures: receiving, reviewing, preparing, completing, processing, forwarding or retaining as appropriate various forms, reports, correspondence, invoices, timesheets, purchase orders, receipts, meeting agenda and minutes, budget reports, and other documentation; compiling data for further processing or for use in preparation of department reports; and maintaining computerized and/or hardcopy records.
• Performing other related duties as required.

Education and experience required include:

• Associate degree in Administrative Services, Business, Communications, or a related field required; supplemented by two years of experience in providing administrative support to department head or executive; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
• Specific License or Certification Required: Must possess and maintain a valid North Carolina driver's license. Commissioned by the State of North Carolina as a Notary Public, or ability to become commissioned within six months of hire.
• Specific Knowledge, Skills, or Abilities : Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all City or departmental policies, practices, and procedures necessary to function effectively in the position.

Performance aptitudes include:

• Data Utilization : Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
• Human Interaction : Requires the ability to work with and apply principles of persuasion and/or influence over others to coordinate programs or activities of a project, and resolve typical problems associated with the responsibilities of the job.
• Equipment, Machinery, Tools, and Materials Utilization : Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Verbal Aptitude : Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Mathematical Aptitude : Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
• Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
• Situational Reasoning : Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.

ADA Compliance:

• Physical Ability : Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
• Sensory Requirements : Some tasks require the ability to perceive and discriminate colors, sounds and visual cues or signals. Some tasks require the ability to communicate orally.
• Environmental Factors : Essential functions are regularly performed without exposure to adverse environmental conditions.