Executive Assistant

Executive Administrative Assistant

Under the direction of the City Manager, perform executive level secretarial and administrative support. Coordinate and assist City Council with administrative support as needed as well as assist with onboarding and offboarding new Council members. Provide office management functions with citywide impact.

Representative Duties

Perform responsible and complex secretarial, administrative, and office management functions to assist the City Manager, Deputy City Manager, and City Council members while exercising independent judgment and upholding confidentiality.

Manage and administer day-to-day office support activities and functions while communicating and coordinating with City departments to include smooth, timely, and efficient workflow. Develop citywide office management standards and communicate to staff of other departments.

Manage City Councilmembers' administrative needs including; the budget, travel authorization, and related paperwork as well as registrations for local events, calendars, speaking engagements, Council Request Forms (CRF). Manage changes on the Council including change in the Mayor/Deputy Mayor position, onboard new councilmembers and offboard councilmembers leaving office, and coordinate townhall meetings, workshops, and retreats.

Provide administrative support to the Administration and Finance Council Committee.

Oversee citywide projects regarding administrative and procedural matters requiring coordination with personnel in City departments.

Act as liaison in obtaining information and communicating assignments and expectations to City staff. Remain current on issues, situations and conditions of special interest to the City Manager and/or Council members and apprise accordingly.

Maintain logs and tracking systems for incoming and outgoing correspondence, project schedules, staff assignments, and other specialized materials related to the assigned function. Communicate City issues, goals, and assignments to department heads. Maintain reminder systems and follow-up with department heads and other staff to ensure resolution of City issues and timely completion of assigned projects.

Compose and type letters, memos, correspondence and reports, including sensitive and confidential information independently for both internal and external communications; reference policies, rules and regulations in preparing correspondence ensuring accurate information. Proof correspondences from The City Manager and press releases as directed.

Gather data and prepare budget documents for the City Manager's Office and City Council budgets. Maintain financial records and files pertaining to office expenditures, budget balances, payroll and operations; prepare requisitions, purchase orders, and authorize payment of routine invoices; prepare status reports, charts and graphs as requested.

Greet visitors to the City Manager's office, answer phones, provide information and direct to appropriate staff as needed; open, sort and distribute incoming mail; distribute assignments for City Manager and staff; receive citizen complaints and concerns; resolve complaints or refer situation to an appropriate individual.

Maintain appointment, meetings and conference calendars for the City Manager and coordinate travel and expense account arrangements.

Participate on committees, work groups and other project teams as assigned. Act as lead on committees relating to office and administrative systems and procedures as assigned.

Coordinate and collect staff reports as directed by the City Manager and/or Council member to assist in collecting information for inclusion in management reports and/or Council packets.

Exercise discretion in processing and disseminating confidential information, explaining policies and procedures and speaking as directed for the City Manager and/or Council member whether in-person, telephone, email, or in meetings.

Research records and obtain information from other offices and agencies as necessary to perform assigned duties; coordinate and lead the resolution of issues while consulting with involved staff members, investigating policies and procedures and gathering background materials.

Operate a computer and peripheral equipment to maintain records and generate lists, reports and other materials; utilize word processing and other software; operate standard office equipment.

Research, analyze and prepare information on a variety of topics for dissemination to the public through the media, conference presentations, community meetings and City literature; coordinate efforts with City departments and government agencies.

Supervise, train, coach/mentor assigned staff. Coordinate special events and celebrations. Perform related duties as assigned.

Required Education and Experience

Two (2) years of college-level course work in secretarial science, office management, business or related field and five (5) years of increasingly responsible and varied secretarial experience, including experience in a municipal government environment.

OR a combination of experience and training that provides the candidate with the knowledge and skills to perform the job.

Knowledge of:

Principles, practices and procedures utilized in an administrative office. Office management techniques. City and departmental functions, policies and procedures. Principles and practices of supervision and training. Research methods and report writing techniques. Basic budget and payroll preparation and control techniques. Modern office practices, procedures and equipment including computer operation. Telephone techniques and etiquette. Record-keeping techniques. Correct English usage, grammar, spelling, punctuation and vocabulary. Oral and written communication skills. Interpersonal skills using tact, patience and courtesy.

Skilled in:

Performing highly responsible and complex secretarial, administrative and office management functions in support of senior managers and/or Council members. Reading, interpreting, explaining and following rules, regulations, policies and procedures. Composing effective correspondence independently. Analyzing situations accurately and adopt an effective course of action. Communicating effectively both orally and in writing.

Ability to:

Exercise independent judgment in assisting the senior manager and/or Council member in administrative details, requiring considerable knowledge, use and interpretation of City policies and procedures. Train, supervise and evaluate personnel. Attend meetings and record proceedings. Establish and maintain a variety of complex and confidential files and records. Compile and organize complex material and summarize discussions and actions. Operate a variety of office equipment including personal computer. Establish and maintain cooperative and effective working relationships with others. Type at 60 words net per minute from clear copy. Make arithmetic calculations with speed and accuracy. Understand and work within scope of authority. Work independently with little direction. Meet schedules and time lines. Work confidentially with discretion.