Executive Assistant

Executive And Administrative Support

The primary purpose of position is to provide executive and administrative support to the organization as it pertains to the operations of the City Administrator's office, as well as providing general support to the Executive Leadership Team. This position also serves as the Deputy City Clerk.

Under direct supervision of the City Administrator.

Essential duties and responsibilities include:

1. Serve as first point of contact for the City Administrator. Screens and sets access and appointments, greets and ascertains the nature of visitors' business, and takes action or refers them to the appropriate office.
2. Maintains and coordinates multiple schedules for upcoming meetings, trainings, interviews, etc. Assists with managing the City Administrator's calendar specifically.
3. Compiles, edits, and distributes various correspondence on behalf of City Administration.
4. Attends various meetings, as deemed appropriate, and assists with various meeting preparations including, but not limited to, securing meeting locations, ordering food and refreshments, setting up meeting rooms, scheduling follow-up meetings, and making travel arrangements.
5. Maintains confidentiality and exercises independent judgement.
6. Assists the City Clerk in a Deputy City Clerk capacity to serve as a backup in the preparation of Council meeting agendas and corresponding packets as needed.
7. Provides reporting, analysis and tracking of projects, budgets, and expenditures for all divisions as requested.
8. Assists in the administration and management of Accounts Receivables, including invoicing and processing payments for various permits and billback accounts.
9. Handles a wide variety of work on a regular basis containing highly confidential information and performs several activities simultaneously. Works with minimal direction from supervisor.
10. Performs a variety of office administration tasks such as copying, filing, scanning, etc.
11. Sorts, cross-indexes, and files correspondence, reports, records, and other materials according to alphabetical or other acceptable organization methods. Retrieves files as needed.
12. Processes all incoming mail and packages received for the City Administrator.
13. Deals effectively and courteously with fellow employees and the public.
14. Performs other duties as assigned.

Important duties include:

1. Attends in-service training sessions or other training sessions deemed appropriate by supervisor or department head.
2. Maintains all necessary office supplies for themselves and the City Administrator.
3. Maintains a neat and orderly work area.

Minimum qualifications include:

• Must be a high school graduate or equivalent.
• At least two (2) years of experience in a professional assistant position, or five (5) years of general office experience with public contact, required.
• Directly related professional experience strongly preferred.

Knowledge, skills, and abilities include:

Working knowledge of modern office procedures, ability to operate computers, and copiers; Must have knowledge of accurate grammar, spelling, punctuation, and standard English usage; Must have knowledge of business correspondence formats, record keeping and filing system methods; Must have knowledge of basic math calculations; Must be able to read, understand and interpret a variety of information including city ordinances; Must be able to make sound decisions within established guidelines and procedures; Must be able to mentally analyze a situation; Must be able to memorize and retain information; Must have cognitive and analytical skills; Must be able to communicate effectively both through verbal and written skills; Must be able to solve problems and make decisions under pressure in areas of responsibility.

Must be able to perform effectively as a member of a team in carrying out the City's Mission, Vision and Values as well as the Trust Edge Experience©, which further establishes the foundation for our Mission, Vision and Values through the 8-Pillars of trust, which are: Clarity, Compassion, Character, Competency, Commitment, Connection, Contribution and Consistency. Overall professionalism displaying the utmost integrity, discretion, courtesy, cooperation, discipline, and behavior.

Special requirements include:

• Must possess a valid Missouri State Driver's License and in some cases must provide own vehicle for on-the-job transportation purposes.
• Notary Public commission is required within six (6) months of employment.

Miscellaneous requirements include:

• May be required to work a variety of shifts including nights, weekends, or holidays.
• Must be a dependable person due to the small size of the work force.
• Subject to emergency call-in.

Physical demands include:

Performs bending, sorting, kneeling, and reaching to both ground level and overhead as required for such tasks as retrieving files; lifts and carries up to 10 pounds; pushes and pulls up to 25 pounds; must be able to hold and grip objects; may be subject to sitting for long periods of time; ability to operate a computer keyboard and mouse. Some assignments may require the incumbent to hear audiotapes utilized for transcription purposes or record verbal dictation.

Work environment is primarily indoors with heating and cooling in a general office environment.

Selection guidelines include:

Formal application, rating of education and experience, oral interview, reference check and job-related tests may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

The City of Republic is an equal opportunity employer. Individuals with disabilities should request reasonable accommodations in accordance with the Americans with Disabilities Act prior to testing or appointment. Proof of United States Citizenship/Authorization to Work in the United States as established by the immigration Reform Act of 1986 is a condition of employment. We are committed to diversity and a drug-free workplace. Pre-employment drug testing is required.