EXECUTIVE ASSISTANT

Administrative Support Coordinator

Coordinates and performs a wide variety of highly responsible administrative support work for the City Manager. Demonstrates strong ethical, professional and service-oriented leadership and interpersonal skills. The level of responsibility is such that errors may be serious and could have an adverse impact on the administration of the City government.

Education & Experience/Licensing & Training: High School Diploma or GED and a minimum of five (5) years as an Office Administrator or an Executive Assistant OR any combination of education, training and experience, which demonstrates the ability to perform the essential functions of the position. Licensing & Training: Valid State Driver's License. National Incident Management Systems (NIMS) training based on assignment. Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.

Essential Functions/Knowledge/Skills/Abilities: Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY, and not a comprehensive listing of all functions and tasks performed by positions in this class.

• Coordinates calendars of appointments; schedules and coordinates meetings; answers telephones; and ensures all necessary arrangements are made and materials prepared for the City Manager, Mayor, and City Council as directed.
• Greets and screens internal and external customers.
• Creates, organizes, implements, and hosts City events and employee engagement events.
• Under the direction of the City Manager, communicates and informs the Mayor and City Council on items of interest. In addition, may be required to assist with meetings, events, memos and other items as deemed necessary.
• Opens, organizes and prioritizes incoming mail on a daily basis.
• Updates the City Website.
• Responds to citizen information requests and coordinates efforts or resolves complaints using considerable tact and discretion.
• Serves as a liaison between the City Manager's Office and other City departments and units.
• General support services to the City Manager and office staff to ensure deadlines are met and goals are achieved.
• Assists the department in the area of responsible administrative tasks requiring considerable use of independent judgment and initiative.
• Composes letters, memos, and agendas; prepares reports, newsletters, and processes payroll, invoices, purchase orders, and requisitions for Manager's approval.
• Maintains all files for the City Manager's Office.
• Performs a variety of clerical and executive support work, including coordinating and making travel arrangements, arranging for business/training meals/refreshments and maintenance of confidential files, taking minutes for meetings, and preparing the manager's weekly report.
• Provides exceptional customer service to internal and external customers.
• May be required to attend special events on nights and weekends, sometimes requiring out-of-town travel.
• Performs related work as required.

Knowledge of: Practices and procedures. Modern office practices and procedures. Working knowledge of computer word processing, spreadsheets, and database software programs. Business English, spelling, and grammar. Recordkeeping and filing procedures.

Ability to: Organize and plan the work of an executive office. Communicate effectively verbally and in writing. Establish and maintain effective working relationships with applicants, employees, City officials, and the general public. Maintain confidential and sensitive information. Carry out assigned projects to their completion. Produce written documents with clearly organized thoughts using proper sentence structure, punctuation, and grammar. Ability to enter data or information into a computer terminal, PC, or other keyboard device.

Skill in: Operating computer and computer software; Spelling, grammar and strong organizational skills.

Physical Demands/Work Environment: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Work environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderately quiet.