Executive Administrative Specialist

Executive Administrative Specialist Work, Serve, Thrive. With the City of Durham Advance in your career while making a real difference in the community you serve. Salary Range: $52,000 – $72,800 annually ($25.00 – $35.00/hr) Work Day/Hours: 8:00 AM – 5:00 PM Department Overview TheCity of Durham's nationally recognized, award-winning Technology Solutions Department (TSD) provides enterprise-wide technology services to all City departments, including infrastructure, cybersecurity, application services, data analytics, and geographic information systems. Our team is recognized nationally by the Public Technology Institute, ICMA Center for Performance Measurement, and Digital Cities Survey. If you can offer the skills to innovate and the passion to serve, bring your talent to Durham. Position Purpose The purpose of this position is to provide high-level administrative support to three (3) Assistant Directors within the Technology Solutions Department. This role was established to relieve the Executive Assistant to the CIO—who currently supports the full TSD executive team—by assuming dedicated support for the Assistant Directors' portfolios. The Executive Administrative Specialist also serves as the designated backup to the Executive Assistant to the CIO, ensuring continuity of executive-level operations across all TSD leadership. The ideal candidate exercises sound judgment, maintains strict confidentiality, and demonstrates the ability to manage competing priorities across multiple executive portfolios simultaneously. Duties/Responsibilities Executive Calendar & Schedule Management • Manage and maintain complex, multi-layered calendars for three (3) Assistant Directors, proactively resolving scheduling conflicts and ensuring alignment with departmental priorities. Coordinate and schedule internal and external meetings, including City Council briefings, interdepartmental leadership meetings, vendor engagements, and staff all-hands sessions. Prepare daily and weekly executive briefing packages including agendas, background materials, and action items. Monitor and respond to calendar requests, applying prioritization judgment consistent with each Assistant Director's preferences and departmental objectives. Travel Coordination & Expense Management • Arrange all domestic and local travel logistics for three Assistant Directors, including transportation, lodging, conference registrations, and itinerary preparation. Process travel authorizations and reimbursement requests in accordance with City of Durham travel policies and procedures. Maintain travel expenditure records and reconcile travel-related expenses against departmental budget allocations. Administrative & Operational Support • Draft, review, edit, and proofread correspondence, memoranda, reports, and presentations on behalf of the Assistant Directors. Coordinate logistics for departmental events, town halls, leadership retreats, and project milestone meetings. Serve as a first point of contact for inquiries directed to the Assistant Directors' offices, triaging and routing communications appropriately. Process purchase card (P-Card) transactions, procurement documentation, and supply requisitions for the Assistant Directors. Assist with preparation of presentations and briefing materials for City Council, budget sessions, and executive leadership reviews. Timekeeping & Temporary Workforce Management • Serve as the designated timekeeping administrator for temporary employees, student interns, and co-op workers assigned to TSD. Track cumulative hours worked by each intern and temporary employee to ensure compliance with the 1,200-hour annual cap per City of Durham policy and applicable NC OSHR guidelines. Issue timely notifications to Assistant Directors and hiring supervisors when an intern or temporary employee approaches 80%, 90%, and 100% of their allotted hour threshold. Submit and reconcile payroll records for temporary employees in coordination with Oracle Fusion ERP, ensuring accuracy and timeliness each pay period. Maintain personnel files and onboarding documentation for interns and temporary hires, including offer letters, I-9 verifications, and assignment agreements. Executive Support & Liaison Functions • Act as liaison between the Assistant Directors and other City departments, external vendors, and community stakeholders. Serve as the designated backup to the Executive Assistant to the CIO, assuming full administrative support responsibilities for the CIO's office during absences or peak coverage periods. Attend select meetings to capture action items, prepare minutes, and track follow-up commitments. Other Responsibilities • Provide administrative support to TSD leadership on special projects and departmental planning activities. Participate in technology adoption initiatives and continuous process improvement efforts. Maintain a high level of customer service when supporting staff, City officials, vendors, and external contacts. Minimum Qualifications & Experience • Associate's degree in Business Administration, Public Administration, Office Management, or a closely related field; relevant experience may substitute. Minimum three (3) years of progressively responsible administrative support experience, with at least one (1) year supporting senior-level management. Experience in a government, public sector, or large organizational environment strongly preferred. Prior experience with timekeeping, payroll support, or temporary workforce tracking preferred. Valid North Carolina Driver's License. Additional Preferred Skills • Bachelor's degree in Business Administration, Public Administration, or a related field. Advanced proficiency in Microsoft 365 suite (Outlook, Word, Excel, PowerPoint, Teams, SharePoint). Experience with ERP systems (e.g., Oracle Fusion, Tyler Technologies Munis) and document management platforms. Familiarity with municipal HR policies, NC OSHR guidelines, and public sector procurement regulations. Exceptional written and verbal communication skills, with demonstrated ability to draft professional correspondence independently. Ability to exercise discretion and maintain strict confidentiality regarding personnel matters and executive communications. Benefits - Part-Time (1,000 hours or more per year) 401(k) retirement plan (5.0% of salary) State retirement plan Benefits Part-Time (Average 30 hours per week over 12 month period) 401(k) retirement plan (5.0% of salary) State retirement plan effective first day of the month following date of hire Health insurance & Dental and life insurance effective first day of the month following date of hire Pro-rated vacation, pro-rated sick, pro-rated floating holiday, parttime holiday pay (based on scheduled hours for that day) after one year of service