Executive Administrative Assistant

Executive Administrative Assistant

Under the supervision of the City Manager, the Executive Administrative Assistant is an exempt position under the FLSA. This position involves advanced and senior level administrative and secretarial work. The person in the position will perform a wide variety of confidential and complex administrative and technical duties on a day-to-day basis for the Mayor, City Manager or City Attorney dependent upon the office assignment. Work includes community service/public relations duties as the person is the first contact for the general public in the administrative offices. The position also gathers materials and information for the public, City Manager, City Attorney or City Council, and staff. Excellent written, verbal, and interpersonal communication skills required. May supervise an assigned staff. Associates degree in business, secretarial science or related field; five or more years related experience and/or training in local government or a related field; or equivalent combination of education and experience.

City Manager's Office

Performs a variety of difficult office management and high level administrative support work that requires interpretation, independent judgment and determining appropriate processes to be used. Controls, coordinates and monitors a work control system. Analyzes budget and develops recommendations for department. Interprets, monitor and analyze information regarding operating policies and procedures. Conducts field observations to ascertain the level of service rendered by various City agencies. Channels citizen complaints and requests for service to appropriate service agencies and performs necessary follow-up. Prepares technical and non-technical correspondence and/or presentation materials. May supervise an assigned staff. Associates degree in business, secretarial science or related field; five or more years related experience and/or training in local government or a related field; or equivalent combination of education and experience.

The City of Roanoke is an Equal Employment Opportunity/AA/M/F/Disability Employer. To elevate the performance of the organization, we are committed to respecting, celebrating, and embracing the collective mixture of differences and similarities between our employees as a rich tapestry. Our behaviors will demonstrate open communication, and we will seek opportunities to learn, recognizing and rewarding actions that promote acceptance while suspending judgment. By doing this, we will foster an inclusive, open work environment that delivers excellent service and creates a more vibrant and inviting community.

Serves Human Resources Contact for Department.

Coordinates the hiring and onboarding of new employees.

Create job requisitions in NeoGov.

Process personnel transactions forms for hires, terminations, transfers, promotions, merit increases and supervisory changes in Lawson.

Prepares FMLA request forms and assist with monitoring of FMLA paid and unpaid leave.

May assist in payroll related task.

May complete time-entry for personnel in your department (known as the NLA system).

Perform other duties as assigned.

Under the supervision of the City Manager, the Executive Administrative Assistant is an exempt position under the FLSA. This position involves advanced and senior level administrative and secretarial work. The person in the position will perform a wide variety of confidential and complex administrative and technical duties on a day-to-day basis for the Mayor, City Manager or City Attorney dependent upon the office assignment. Work includes community service/public relations duties as the person is the first contact for the general public in the administrative offices. The position also gathers materials and information for the public, City Manager, City Attorney or City Council, and staff.

Examples of Duties

Essential duties and responsibilities include the following. Other duties may be assigned.

Controls, coordinates and monitors a work control system

Researches and analyzes information to identify trends, draws conclusions, make recommendations

Prepares monthly reports detailing material and personnel usage and departmental cost accounting data

Develops financial reports and data analysis

Analyzes budget and develops recommendations for department

Interprets, monitors and analyzes information regarding operating policies and procedures

Recommends improvements to existing and proposed administrative policies, practices and techniques

Conducts field observations to ascertain the level of service rendered by various City agencies

Channels citizen complaints and requests for service to appropriate service agencies and performs necessary follow-up

Resolves problems that have a significant impact on the overall goals of the department

May serve as liaison with the public, State, Federal, private organizations, boards and commissions

Performs payroll time entry and completes personnel transactions for department

Prepares technical and non-technical correspondence and/or presentation materials

Maintains office calendars including court appearances, meetings, etc.

May assist with grant writing and researches grant opportunities

Supervisory responsibilities may include supervising an assigned staff. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.

Typical Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or experience: Associates degree in business, Secretarial science or related field; five or more years related experience and/or training in local government or a related field; or equivalent combination of education and experience.

Language skills: Excellent written, verbal, and interpersonal communication skills. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to prepare reports and correspondence. Ability to communicate effectively with groups of customers or employees of organization.

Reasoning ability: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret a variety of instructions furnished in written or oral form and deal with several abstract and concrete variables.

Physical demands: While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand and sit. The employee is occasionally required to walk. The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include ability to adjust focus.

Work environment: The noise level in the work environment is usually moderate.