Executive Assistant/Deputy City Clerk

Job Title

The purpose of this job is to perform complex and specialized administrative work. Assists in the planning and organizing administrative activities and objectives of the City Council. This position works independently, under limited supervision, reporting major activities through periodic meetings.

Essential Functions/Typical Tasks

- Answers department telephones; provides assistance, requested documents and information; refers callers to other staff members as appropriate; and takes messages. Receives, dates, and distributes incoming mail.

- Prepares varied documents, records, reports, and forms requiring knowledge of programs, policies and procedures.

- Assists preparing minutes of meetings; preparing agenda packets; maintenance of official records, ordinances, and resolutions; researches and provides information; preparing correspondence and typing notices.

- Maintains assigned inventories; prepares, reviews, and processes purchasing documents; prepares purchase orders for needed materials, equipment, and supplies; receives and distributes incoming supply shipments; reviews and codes invoices; and forwards for payment.

- Attends regular and special meetings of the City Council; records and prepares record of official proceedings and transmits to interested parties.

- Provides assistance to the City Clerk.

- Handles requests for information and prepares follow-up reports for citizens.

- Advertises pending ordinances and other Council actions as required.

- Performs related work as required.

Education And Experience & Special Requirements

Requires a High School graduation or GED equivalent supplemented by specialized courses/training equivalent to completion of one (1) year of college or four (4) years of responsible municipal government experience in administrative support functions or an equivalent combination of education, training, and experience.