Executive Assistant

Position Title: Executive Assistant to the Mayor

Full Time

Supervised By: Mayor

Hourly Rate: 25.10

POSITION SUMMARY: Serves as communications conduit between the Mayor, City employees and outside constituencies. Provides administrative and technical support to ensure timely and accurate communications management.

GENERAL DUTIES AND RESPONSIBILITIES:

• To support the vision, mission, and guiding principles of the city.
• Attend and participate in training opportunities and seminars relevant to this position.
• Adhere to appropriate City operating procedures, benefit rules, employment, and safety policies/procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assess incoming communications to the Mayor and use independent judgement to determine the communications requiring priority attention.
• Facilitate appropriate and timely responses and ensure satisfactory closure is achieved.
• Manage high-priority projects in the Office of the Mayor, frequently involving Department Directors and other senior staff.
• Manage office details by relieving executive management of routine requests and matters.
• Prioritize, channel, and facilitate communication from department heads, and department coordinators through the Mayor's office. Ensure appropriate and timely responses are provided by following up as needed.
• Review and research statistical and administrative information as needed for the Mayor.
• Manage purchasing activities for the Mayor. Prepare and process requisitions and gather quotes for submittal to the City's Finance Department.
• Research and analyze administrative projects, review finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
• Anticipate, identify, and troubleshoot issues of concern or significance, exercises discretion to provide timely information and necessary updates across multiple stakeholders.
• Coordinate travel arrangements, accommodations, conference registrations, or other travel-related plans for executives or other staff.
• Process forms/applications relating to department services, such as licenses, facility usage, program enrollment, employment, funding, or other purposes. Distribute application forms and provide information, publish advertisements for meetings, hearings, notices, or other activities.
• Assist in supporting a variety of operations-based projects, perform a wide variety of executive secretarial and administrative duties as required by daily operations in the Mayor's Office.
• Assist with efforts for all City's special events including concerts, outdoor movies, festivals, business breakfasts, and any other events as directed. This will require some weekend and after-hour work.
• Help to lead and sustain a culture of service, professionalism, and continuous improvement in the Executive office.
• Use current computer software programs to prepare drafts of documents and finished documents, reviewing finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
• Receive and distribute incoming and outgoing mail. Review and evaluate mail to identify those items requiring priority attention.
• Monitor all City Boards and membership appointments and terms.
• Prepare, type, proofread and/or complete various forms, reports, correspondence, newsletters, lists, logos, notices, schedules calendars, attendance records, check requests, purchase orders, requisitions, budget documents, contracts, agreements, statistical reports, incident/accident reports, work order requests, agendas, minutes, motions, ordinance, resolutions, inventory records, charts, graphs, spreadsheets, or other documents.
• Coordinate complex meetings, assist in the design and preparation of presentations and other meeting materials.
• Independently respond to letters and general correspondence of a high level to routine nature.
• Maintain appointment schedules and calendars for the Mayor; arrange meetings and conferences.
• Assemble background materials, prepare agendas, and record actions of meetings as directed by the Mayor.
• Provides follow-up to assignments given to management staff by the Mayor, provides status reports to the Mayor.
• Prioritize task effectively to maximize task completion. Reports to the Mayor if tasks are incomplete/insurmountable.
• Maintains confidentiality of department documentation and issued.
• Other duties as assigned.

JOB SCOPE:

Job has recurring work situations involving high degrees of discretion. The need for accuracy and effective utilization of available resources is high. Errors in judgement could cause disruptions to the City's mission and adversely impact attainment of the City's goals. Incumbent operates independently but results are monitored by the Mayor. Content of work priorities are largely self-determined.

COMMUNICATIONS/CUSTOMER CONTACT:

Contacts are across the entire City community and in a leadership capacity. Community contact is a critical component of success in developing good will and support of City programs and initiatives.

COMPETENCIES/SPECIFIC EXPERIENCE OR TRAINING PERFERRED:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education & Experience:

• 18 years of age or older
• 5 years of increasingly responsible secretarial and administrative support work for management personnel.
• Experience working for a Chief Executive Officer or top manager in an organization preferred.
• Associate’s degree or equivalent experience required. Bachelor's degree preferred.

Knowledge, Skills, and Abilities:

• Knowledge of municipal department, their functions, and contact information, ability to learn policies, regulations, and procedures.
• Exemplary customer satisfaction skills, including dealing effectively with the public, elected officials and City staff, both in person and other the telephone.
• Skill in operating modern office equipment, Microsoft Office to include Excel.
• Ability to perform accurate typing (60wpm) and/or date-entry work.
• Proper spelling, grammar, and punctuation usage. Basic mathematical computations, accounting and record keeping.
• Ability to handle multiple interruptions and adjustments to priorities throughout the day.
• Ability to write reports and business correspondence.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.
• Ability to read and interpret a variety of documents, Ability to write short correspondence.
• Ability to maintain confidentiality.

JOB CONTITIONS:

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the associate is:

• Frequently required to sit, use hands to finger, handle, or feel, reach with hands and arms, and talk and hear.
• Occasionally required to stand, walk, climb, or balance, and stoop, kneel, crouch or crawl.
• Occasionally lift and/or move up to 30 pounds.
• Specific vision abilities required by this job include close vision, distance perception, and ability to adjust focus.
• The noise level in the work environment is usually low.

The City of Jonesboro is an equal opportunity, drug-free employer committed to diversity in the workplace.