Executive Assistant

Job Description

Job Description

Description:

Position : Executive Assistant

Department : City Manager 

Employment Status : Permanent - Full-time - Non-Exempt 

Schedule : Monday - Thursday 7:00AM - 5:30PM

Compensation : Grade 6; Salary range starting at $20.92/hour

Position Summary 

The Executive Assistant to the City Manager works under the supervision of the City Manager and Assistant City Manager and has a vital role in sustaining exceptional residents, employees, and contractor services. The Executive Assistant provides secretarial, clerical, and administrative support in order to assist the City Manager in carrying out the policy enacted by the Council, overseeing and administration of the City, and maintaining inter-governmental relationships. 

Essential Duties - Knowledge - Skills - Abilities

• Provides assistance to the City Manager and Assistant City Manager, receiving general direction. 
• Assists the City Manager in scheduling and following up on a variety of items coordinating both within and outside the organization. 
• Reads and routes incoming mail. Locates and attaches appropriate file for correspondence to be answered. Prepare outgoing mail. 
• Files correspondence and other records. 
• Answers telephone and give information to callers or routes call to appropriate official and places outgoing calls. 
• Maintains appointment calendar; sets up and organizes meetings; tracks deadlines and resolutions of important issues. 
• Greets visitors, ascertains nature of business, and conducts visitors to the appropriate person. 
• Receives inquires from citizens, elected officials, members of press, various City Departments, and other governmental agencies; prepares and provides a response to those inquiries. Serves as the initial point of contact for the City Manager and presents a professional positive image. 
• Prepares agendas for staff and other designated meetings; completes calendar for upcoming meetings; prepares summary of meetings. 
• Complies data for meetings, reports, community presentations, council meetings, and legislative presentations. 
• Makes travel arrangements; processes travel arrangements and post travel paperwork following City policy and procedures. 
• Analyzes and conducts complex administrative research projects by gathering and organizing data and information from various sources and departments on a variety of specialized topics. 
• Performs public relations function with the public, department heads, officials, personnel, and visitors.
• Review correspondence for routing or processing of routine matters. Drafts responses for appropriate signature.
• Interpret administrative policy and decisions as explained and directed. Relieves the City Manager of clerical details, operational administrative matters, and City Council agenda items matters.
• Serves as the Office Manager for the City Manager’s office.
• Follows up with Departments Directors on items requiring additional action after City Council meetings.
• Prepare detailed research projects as assigned by the City Manager.
• Maintain frequent communication with all levels of City government, external agencies, and the general public.
• Manages confidential, sensitive information and data and seeks resolution.
• Coordinate and provide project management oversight for organizational programs/projects as assigned.
• Process Purchase Orders, Payment Receipts. 
• Process monthly bank statements for City issue P-cards.
• Assist with preparation of annual FY budget documents.  
• Proficient knowledge of office administration in high volume, fast-paced, time sensitive environment.  
• Computer skills include the ability to operate computerized word processing, spreadsheet, and presentation programs at a highly proficient level. 
• Analytical problem-solving, decision-making, priority-setting, and multi-tasking skills. 
• Time and stress management skills. 

Working Conditions & Physical Requirements

• Physical Demands - The Executive Assistant will spend long periods of time sitting and using office equipment and computers. The Executive Assistant may also have to perform light lifting (up to 25 pounds) of supplies and materials from time to time. 
• Environmental Demands - The City Managers Department is a busy facility. The Executive Assistant will have to manage a number of projects at one time and will be interrupted frequently to meet the needs and requests of residents and clients. The Executive Assistant will need excellent organization and time and stress management skills to complete required tasks. 

Use of Technology & Equipment

• Office equipment used on a regular basis includes telephone, personal computer, photocopier, facsimile machine, calculator, document binder, scanner, etc. 

Contact & Supervision

• Position involves frequent internal and external contact which require public relation skills in handling complaints. Contacts involve non-routine problems and require in-depth discussion and/or persuasion in order to resolve the problem. 
• Employee encounters occasional contact with other departments and public. 
• Promotes an image of professional, courteous service as a representative of the City of Morgantown. 
• This position is not responsible for the supervision of employees. 

The City of Morgantown is an Equal Opportunity Employer. All applicants will be considered for employment without attention to race, color, religion, sexual orientation, gender identity, national origin, veteran or disability status. 

Minimum Requirements 

Education : 

• Associate degree in a related field or completion of specialized technical, business, or vocational training equivalent to two years of post-secondary education. 

Experience : 

• Requires a a minimum of five (5) years of progressively responsible administrative support to executive leadership, or an equivalent combination of education, training, and experience. 
• Demonstrated proficiency in office administration, executive support, business communications, records management, calendar and meeting coordination, and the use of modern office technology and software applications. 

Preferred Qualifications

• Bachelor's degree. 
• Specialized training in secretarial science, business administration assistance, and/or legal office assistance. 
• Increasing skill and responsibility in secretarial and/or administrative support within a professional design office (i.e., planning, architectural, engineering) and/or legal office.