Executive Assistant

POSITION: Executive Assistant DEPARTMENT: City Clerk's Office PAY RANGE: Grade 19/1, Starting at $19.78/hour DIVISION: City Clerk REVISED: April 2, 2026 EXEMPT: No SAFETY SENSITIVE: Yes
This classification is a safety-sensitive position as defined by the United States Department of Transportation drug and alcohol testing regulations and/or the Oklahoma Standards for Workplace Drug and Alcohol Testing Act. As a safety-sensitive classification, you will be subject to drug and alcohol testing, including random testing. Marijuana is one of the substances included in the drug panel screening. Possession of a medical marijuana certification will not excuse you from the testing process, or the consequences of testing positive for marijuana.



JOB SUMMARY:
This non-exempt clerical position in the City Clerk's office provides administrative and technical support under the general supervision of the City Clerk. Duties include greeting visitors, answering phones, taking messages, preparing correspondence and reports, filing, managing records, coordinating meetings, and other office tasks. The role requires judgment within established guidelines and compliance with Oklahoma's Open Records and Open Meetings Acts. The position may also involve assisting with liens, tort claims, and other City Clerk functions. Job descriptions may be modified based on City needs, and employees may be required to perform functions beyond those described. Employees are "at-will," meaning either the employee or the City may terminate the employment relationship at any time, with or without cause or notice.



ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides high-level administrative and clerical support to the City Clerk and Senior Deputy City Clerk, including scheduling, correspondence, document preparation, and meeting coordination.
• Prepares, reviews, and edits correspondence, reports, and official documents to ensure accuracy, clarity, and compliance with City policy and state law.
• Communicates effectively with internal and external customers, elected officials, and the public in person, by phone, email, and written correspondence.
• Assists in maintaining the official records of the City in accordance with the Oklahoma Records Act and City retention policies, including maintaining retention and disposition schedules, coordinating archiving, and overseeing the Records Center.
• Prepares, indexes, scans, and archives ordinances, resolutions, contracts, meeting minutes, and other permanent records for secure and accessible storage.
• Processes and posts meeting notices for the City Commission and other City boards and ensures compliance with the Oklahoma Open Meeting Act (25 O.S. §301 et seq.).
• Provides professional, courteous, and knowledgeable assistance to the public, elected officials, and employees regarding City Clerk services, records access, and municipal procedures.
• Processes and files liens on nuisance properties, including preparing and filing all related documentation with the County Clerk and County Treasurer.
• Processes tort claims and lawsuits in coordination with the City Clerk and City Attorney's Office.
• Receives payments from citizens and outside entities, maintains the department's petty cash fund, and prepares deposits for the Finance Department.
• Processes incoming and outgoing mail daily, including travel to and from the post office.
• Serves as key operator for departmental business machines and orders paper, office supplies, and related materials.
• Maintains strict confidentiality of sensitive and privileged information.
• Performs other related duties as assigned to support the efficient operations of the City Clerk's Office.

MINIMUM QUALIFICATIONS

• High school education or equivalent.
• Must be bondable.
• Minimum of two (2) years of administrative, executive assistant, or office management experience.
• Proficiency in word processing, including Microsoft Word and associated programs.
• Knowledge of office practices, procedures, and equipment.
• Ability to operate a variety of office and computer equipment.
• Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.
• Must possess a valid Oklahoma Driver's License and maintain a status of insurability.
• Notary Public commission (or ability to obtain within six (6) months of hire).

DESIRED QUALIFICATIONS

• Previous experience in municipal or a public-sector environment.
• Experience or training in business courses.
• Experience supporting executive level staff or officials.
• Experience managing high-volume correspondence, including drafting official letters, notices, and public communications.

WORKING CONDITIONS AND PHYSICAL HAZARDS

• Work is primarily performed in an office environment using a computer, copier, and other standard office equipment.
• Occasional bending, stooping, and twisting when maintaining files.
• May be required to walk up and down stairs.
• Requires occasional lifting, generally up to 35 pounds, but may be required to lift up to 50 pounds on occasion.
• May be required to attend meetings after normal business hours.
• May be exposed to irate citizens

SUPERVISION REQUIRED:
Works under general supervision of the City Clerk and Senior Deputy City Clerk.



SUPERVISION GIVEN:
None required.


Reasonable accommodations may be made to enable individuals with disabilities to perform any non-essential function.


Contact :


City of Shawnee- HR
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Deadline for Applying : Open until filled