Administrative Assistant

Executive Administrative Assistant

This position supports the executive administrative functions of our municipality, and reports to the Assistant City Manager. This position offers an opportunity to contribute to the efficient operation of local government and provide essential support to various departments including the City Clerk, HR, and the City Manager's office.

Note: The salary range shown represents the minimum to maximum salary established for the position. Actual starting salary will be based on qualifications, education, experience, and other applicable factors.

Typical Qualifications

Excellent oral and written communication skills. Ability to understand the organization and operation of the City.

Associate degree in related field and/or any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying.

• High school diploma or equivalent; additional education or training in office administration is preferred.
• Proven experience as an administrative assistant or in a similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Excellent organizational and time management skills with the ability to prioritize tasks.
• Strong communication skills, both verbal and written.
• Attention to detail and accuracy in data entry and record-keeping.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility to work full-time hours, with the possibility of occasional evenings or weekends for special events or meetings.
• Knowledge of municipal government operations and procedures is an asset but not required.
• Experience in working for a public sector organization desired.

Physical requirements: Required to stand, walk and sit; talk or hear, both in person and by telephone; use hands to finger, handle or feel objects or controls; reach with hands and arms. Regularly required to stoop, kneel, bend, crouch and lift up to 25 pounds.

Supplemental Information

Title of Position: Executive Administrative Assistant

Department: Administration

Reports to: Assistant City Manager

Classification: Full-Time

Salary Range: $48,276 - $74,828

General Position Statement: This position provides support to the executive administrative functions of the municipality and reports to the Assistant City Manager. The position offers the opportunity to contribute to the efficient operation of local government and provide essential support to various departments, including the City Clerk, HR, and the City Manager's office.

• Serve as the primary point of contact for first-line customer service interactions. Receive visitors, provide information or direct them to the appropriate department or personnel.
• Manage incoming and outgoing communications, including telephone calls, emails, and mail distribution.
• Provide administrative support to municipal departments, including but not limited to clerical and office tasks, data entry, and document management.
• Help organize and maintain municipal records, including correspondence, reports, and meeting minutes.
• Help schedule appointments, meetings, and events for municipal staff and officials.
• Prepare agendas, documents, and presentations for meetings and presentations as needed.
• Support special projects, events, and initiatives assigned by the municipal administration or department heads.
• Maintain the inventory of office supplies and place orders as needed.
• Ensure compliance with municipal policies and procedures.
• Ensure that all correspondence and reports intended for the City Manager's Office are processed in a timely manner.
• Be responsible for unlocking and opening designated entrances of the facilities to ensure timely and secure access for authorized personnel and the development of daily operations.
• Perform and submit the inspection documentation of General Government vehicles, in accordance with established procedures and requirements.
• Be responsible for collecting and delivering mail daily at the post office.
• Perform other duties as assigned.

Qualifications:

• Excellent oral and written communication skills, including knowledge of grammar, spelling, and punctuation; knowledge of modern office methods, procedures, and equipment, as well as business letter writing.
• Ability to understand the organization and operation of the City and external agencies, as needed to assume assigned responsibilities; handle confidential material effectively; and work cooperatively with other departments, municipal officials, and external agencies.

Experience and Education: Associate degree in a related field and/or any combination equivalent of experience and education that may reasonably provide the knowledge and skills required will be considered a qualification.

• High school diploma or equivalent; additional education or training in office administration is preferred.
• Proven experience as an administrative assistant or in a similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Excellent organizational and time management skills, with the ability to set priorities.
• Strong communication skills, both verbal and written.
• Attention to detail and accuracy in data entry and record-keeping.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Availability to work full-time, with the possibility of occasionally working evenings or weekends for special events or meetings.
• Knowledge of municipal government operations and procedures is considered an advantage, but not required.
• Experience working for a public sector organization is desired.

Physical Requirements: Ability to stand, walk, and sit; talk or hear, both in person and by telephone; use hands and fingers to manipulate, handle, or feel objects or controls; and reach with hands and arms. Regularly required to stoop, kneel, crouch, and lift up to 25 pounds. Also required to have near vision, distance vision, color vision, peripheral vision, depth perception, and ability to focus.