Administrative Assistant or Executive Assistant

The City of Essex Junction is looking for a skilled administrative professional to join the City Manager’s Office. This position is being advertised at two different levels and will be filled based on the selected candidate’s experience and qualifications. Only one position will be filled.

In this role, you will help keep the City Manager’s Office running smoothly by supporting daily operations, coordinating City Council processes, managing communications, and helping ensure important administrative details are handled with care.

Pay/Wages

Pay is based on the role and the candidate’s experience:

• Administrative Assistant: $22.90 to $27.12 per hour
• Executive Assistant/Office Manager: $26.96 to $33.00 per hour

Benefits (this is not a comprehensive list of benefits)

• 3 weeks paid vacation to start.
• 14 paid holidays
• 18 sick days per year
• Retirement benefits include a pension plan (VMERS C) or deferred compensation plan (VMERS DC), and the ability to contribute to a 457, Traditional IRA or ROTH
• Generous health insurance benefit in which the City pays 94% of the premium for medical and the first 80% of the deductible. After that, you are only responsible for the next 20%, which is not more than $600 for single plans and no more than $1200 for all other plans for covered medical expenses.
• 100% employer paid for dental and vision
• 100% employer paid short-term disability and life insurance
• Qualified Employer for Public Service Student Loan Forgiveness Program

What You Will Do

Depending on the role, responsibilities may include:

• Provide high-level administrative support to the City Manager and Leadership Team, helping manage daily operations, workflow, and priorities
• Coordinate City Council, board, and committee meeting processes, including scheduling, agenda development, packet preparation, public notices, and follow-up on actions
• Prepare, review, and proofread a wide range of materials, including correspondence, reports, presentations, policies, and public communications
• Serve as a primary point of contact for residents, staff, elected officials, and external partners, responding to inquiries and directing requests appropriately
• Manage records, files, and administrative systems, including maintaining official documents and ensuring compliance with public records requirements
• Maintain and update the City website, meeting postings, and other public information platforms to ensure timely and accurate communication
• Coordinate office operations, including vendors, technology systems, supplies, and administrative services
• Assist with procurement-related administrative processes, invoices, and basic budget tracking activities
• Conduct research, gather data, and support reporting, special projects, and organizational initiatives
• Help coordinate municipal communications and community engagement efforts
• Monitor and help address facility and operational needs for City administrative offices
• Provide backup administrative support to other departments to ensure continuity of services

What We Are Looking For

We are seeking candidates who are:

• Highly organized with strong attention to detail and the ability to manage complex information and processes
• Strong communicators, with excellent written, verbal, and proofreading skills
• Able to manage multiple priorities, meet deadlines, and adapt to changing needs in a fast-paced environment
• Comfortable interacting with the public and working with a wide range of stakeholders, including elected officials
• Skilled in Microsoft Office and general office technology, with the ability to learn new systems quickly
• Proactive problem-solvers who exercise sound judgment and initiative
• Able to handle confidential and sensitive information with professionalism and discretion
• Collaborative and able to work effectively across departments while also working independently

Experience and Qualifications

Administrative Assistant:

• Associate's degree in an appropriate discipline
• Three to five years of relevant administrative assistant experience or experience from which comparable knowledge and skills are acquired.

Executive Assistant:

• Associate’s or Bachelor’s degree in Business Administration, Public Administration, Office Management, Communications, or a related field preferred.
• Three to five years of progressively responsible administrative or office management experience
• Experience in municipal government preferred

How Candidates Will Be Considered

Candidates will be considered for the level that best aligns with their experience, skills, and demonstrated ability to perform the work.

Only one position will be filled.

The City of Essex Junction is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable federal or state law. The City is committed to administering all employment practices in accordance with these laws.

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