Executive Assistant

Overview Provides technical and administrative support to the Leadership Team under the direction of the City Manager. Responsible for supporting the development of programs, policies and procedures for the City, interacting with the public and employees from other departments in person or over the phone, researching and answering specific questions and providing information to assist in the resolution of issues as they arise. Proactively manages daily components for the City Manager's office. Responsibilities Maintain calendar for members of the Leadership Team and schedule meetings. Ensure the City Secretary has information needed to post meetings when necessary. Organize, manage and review all City Manager and Assistant City Manager briefings, manage tickler reports for ACMs, track communication plans and prepare various reports regarding their status. Organize and prioritize work to ensure all deadlines and schedules are met. Manage one‑on‑one agendas for ACMs related to City Manager and Department Heads. Provide communications between the Assistant City Manager’s office, City Manager, Mayor and City Council with staff. Assist in responding to citizen concerns and requests in a timely manner and prepare written correspondence. Coordinate departmental updates for the Internet and Intranet. Compile and produce weekly updates from reporting departments for the executive team. Assist in coordinating budget preparation and maintain annual budget documentation including balance transfers, general ledger reports, etc. Prepare purchase orders and ensure spending remains within budget. Answer phones and provide back‑up phone support. Maintain book of departmental policies and procedures. Prepare weekend events reports. Organize and coordinate special projects as required. Be subject to 24‑hour recall. Education, Experience and Certifications Associate’s degree in business administration, business management or a closely related field from an accredited college or university and a minimum of five (5) years of professional experience as an executive assistant, administrative assistant, paralegal or a closely related position is required. Bachelor’s degree in office administration, business management or a closely related field from an accredited college or university is preferred. Preferred Qualifications Self‑disciplined and capable of working with little supervision in a fast‑paced environment. Skilled in various computer software programs and web databases (PowerPoint, Word, Excel, SharePoint, Outlook and Access). Municipal experience is preferred. Benefits Medical Plans (Three Options) UnitedHealthcare – Health Savings Account (H.S.A.) Plan Type: High Deductible Medical Health Plan Provider: UnitedHealthcare Deductibles: Single $2,000 annually; Family $4,000 annually Out‑of‑Pocket Maximums: Single $4,000 annually; Family $8,000 annually Employee pays dependent premiums Contact HR/OD for a benefits summary, rates, and more details Health Savings Account (HSA) – Provider: H.S.A. Bank Contribution Limits: Employee only $4,300; Employee & Family $8,550; Catch‑up (age 55+) $1,000 City Contributions: Employee only $1,250; Employee & Family $2,250 Unused balances roll over and the account belongs to the employee PPO Plan Provider: UnitedHealthcare Deductibles: Single $1,000 annually; Family $2,000 annually Out‑of‑Pocket Maximums: Single $3,000 annually; Family $6,000 annually Prescription Drug Co‑pays: Generic $10; Preferred $40; Non‑Preferred $80 HMO Plan Provider: UnitedHealthcare Deductibles: Single $1,000 annually; Family $2,000 annually Out‑of‑Pocket Maximums: Single $4,000 annually; Family $8,000 annually Prescription Drug Co‑pays: Generic $10; Preferred $45; Non‑Preferred $80 Dental Plans (Two Options) DHMO Plan Provider: UnitedHealthcare Features: No deductible; No annual maximum; Member co‑pay depends on the procedure PPO Plan Provider: UnitedHealthcare Features: $1,500 per person annual maximum; $1,000 orthodontic lifetime maximum Vision Provider: UnitedHealthcare Features: No deductible Life Insurance Provider: Ochs Securian Financial Coverage: $50,000 Basic Life, Accidental Death & Dismemberment (Paid by the City) $10,000 Group Term Life for Spouse (Paid by the City) Supplemental Life Insurance: Up to $500,000 Flexible Spending Account Provider: Flores Features: Pre‑tax Medical Spending Account; Pre‑tax Dependent Care Account Supplemental Insurance Policies Provider: Aflac Accident, Cancer, Heart/Stroke, Intensive Care, Short‑Term Disability, Life Insurance Retirement Benefits Texas Municipal Retirement System (TMRS) – Statewide retirement system; 7% employee contribution; City contributes 2 to 1 Optional Deferred Compensation – 457 Plan and ROTH‑457B available through MissionSquare Other Benefits 13 paid holidays per calendar year (including New Year’s, Martin Luther King Jr., Good Friday, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans Day, Thanksgiving, Friday after Thanksgiving, Christmas Eve, Christmas, and a floating holiday) Vacation days based on years of service (0‑5 years: 14 days; 6 years: 15 days; 7 years: 16 days; 8 years: 17 days; 9 years: 18 days; 10‑14 years: 19 days; 15 or more: 20 days). Employees on 24‑hour shifts count each shift as two 12‑hour days. 6 days of sick leave per calendar year with unlimited accrual. Educational reimbursement up to $3,000 per fiscal year for approved courses, requiring a passing grade of C or better. Employee Assistance Program (EAP) – Provider: Alliance Work Partners, 8 free counseling visits per family member, per issue, per year. Wellness Program – Free or reduced health screenings, health fairs, and free memberships to the Tennis & Recreation Center. Fun Benefits – Annual events such as Employee Thanksgiving Luncheon, Christmas Holiday Party, and Public Service Recognition Week. #J-18808-Ljbffr