Executive Assistant III

This is a professional administrative position performing a variety of highly complex administrative support functions to ensure effective operation and management of the Administrator's Office. Duties include conducting research, project management and priority setting, preparing statistical reports and handling information requests along with the day-to-day clerical functions such as calendar control, agendas, and correspondence for the Administrator and designated staff. This position reports to the Administrator or designee and work with the Deputy Administrators, Mayor and Commissioners, General Counsel, Directors, Judicial and Governmental officials, co-workers, and the public. In this environment client relations are extremely sensitive and considered critical to the operations of the organization at the highest executive level of government wherein duties must be performed with a high degree of professionalism, maturity and discretion.


KEY RESPONSIBILITIES AND PERFORMANCE STANDARDS

• Respond to inquiries in person, via telephone, or email, and direct constituents to the appropriate personnel; create, proofread, edit, and format a variety of documents, spreadsheets, reports, and presentations with accuracy; disseminate information accurately by reading, researching, and routing correspondence appropriately; obtain documents to independently distribute, prioritize, and organize for the office and the Administrator; perform special projects and other duties as assigned.
• Manage the Administrator's calendar by coordinating and scheduling meetings; prepare registration and travel arrangements in a timely manner; process travel reimbursements and other related documents. Maintain regular contact with the Administrator, Deputy Administrators and other staff members to keep them informed of situations and issues.
• Welcome guests, customers, elected officials in a very courteous and professional manner by greeting them in person or on the telephone; answering or directing inquiries; provide information to callers; coordinate office communication by relaying messages to staff and disseminating information to staff.
• Assist Administrator with preparation for Commission Meetings; assist Commissioners/Elected Officials with agenda items, reports, researching and providing information for various purposes to include departmental activities, programs, functions and/or events; high level interaction with the Community and Community Leaders.
• Assist with office budget preparation. Prepare requests for payment and enter PO and requisition information into the Central Square system. Monitor expenditures and works with the departmental budget. Maintain records of vacation and sick leave for the Administrator's staff within the ADP timekeeping system. Monitor contracts assigned to the Administrator's Office. Maintain open record requests log.
• Assist with project management, research and stakeholder interaction.
• Provide historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions and maintaining a thorough knowledge of government operations.
• May assist with the preparation of monthly newsletters for organization utilizing strong research and editing skills; mastery of the English Language; assist with posting of publications on organization's website; special projects and other assignments as needed.
• Performs other duties as assigned by the Administrator and/or other office leadership.

POSITION SPECIFIC RESPONSIBILITIES INCLUDE :

• Supervise other administrative staff in the Administrator's Office.
• Relieve the Administrator, Deputy Administrators or other staff of administrative type functions by performing administrative work of a complex nature.
• Record and prepare routine and/or advanced correspondence including letters, memoranda, executive-level meeting agenda and meeting minutes.

Education: Bachelor's degree in Business or Public administration or a related field.

Experience: Five (5) years of complex administrative experience as an executive assistant, administrative secretary, or office manager to executive level management. Advanced experience or training in personal computer use with Microsoft Office software


Preferred: Experience in a municipal government environment.

Knowledge/Skills/Abilities :

• Excellent calendar management skills, including the coordination of complex executive meetings
• Administrative writing skills, reporting skills, supply management, scheduling, organization, time management, travel logistics, verbal communication. Strong organizational, administrative, communication and problem-solving skills
• Ability to maintain customer confidence and protects operations by keeping information confidential
• Experience assisting management with the creation of PowerPoint presentations
• Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
• Demonstrated ability to successfully create and/or modify processes
• Demonstrated ability to schedule travel arrangements for management
• Vast knowledge of government operations and day to day activities
• Excellent communication skills both written and oral
• Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
• Strong interpersonal skills

This position requires staff call up in emergency situatiions, and travel from the office less than 50%.

PERFORMANCE APTITUDES

• Data Utilization : Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
• Human Interaction: Requires the ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.
• Equipment: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Verbal: Requires the ability to utilize a wide variety of reference, descriptive,and/or advisory data and information.
• Math: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
• Functional Reasoning: Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.
• Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.
• Physical Abilities: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
• Sensory Requirements: Some tasks require the ability to communicate orally.
• Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.