Executive Assistant to City Manager and City Clerk

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The City of Chickasha is seeking a detail-oriented and dedicated Administrative Assistant to support the City Manager and City Clerk in ensuring efficient operations within the Administration Department. This pivotal role offers a unique opportunity to perform a broad range of administrative, secretarial, and clerical duties that are essential for the smooth functioning of the City Manager's office.

As an Administrative Assistant, you will handle various tasks such as preparing correspondence and reports, managing appointments, assisting with records maintenance, and serving as a liaison between the public, employees, City Council, and other city staff. This role also involves responding to public inquiries, supporting special projects, and participating in the preparation of agendas and meetings.

If you have a strong background in clerical work, excellent communication skills, and the ability to manage multiple responsibilities with precision and professionalism, this position is ideal for you. The City of Chickasha offers a dynamic work environment where you will play a key role in enhancing the administrative efficiency of the city's leadership.

SUPERVISION RECEIVED AND EXERCISED

• Receives general direction from City Manager and City Clerk.
• Exercises no supervision.

EXAMPLES OF DUTIES

Duties and responsibilities include, but are not limited to, the following:

Essential Functions:

• Under general supervision, performs standard and technical secretarial duties involving administrative detail, discretionary decision-making and specialized knowledge.
• Provides principle secretarial support to the City Manager and may dispose of matters of routine nature at the discretion of the City Manager
• Maintains the department calendar of appointments and activities, makes appointments and arranges for meetings, conferences and assembles established background materials.
• Screen City Manager's telephone calls and visitors
• Schedule travel arrangements and prepare itineraries for department staff as needed.
• Performs a variety of general clerical duties including typing and filing.
• Ensures adequate level of supplies are maintained for the department.
• Provide information to the public; respond to general information requests, requests for service, requests received by the City Manager's office, and refer to appropriate city department for resolution.
• Prepare a variety of correspondence, forms, reports, memorandums, agendas, minutes, meeting notices, resolutions, proclamations, ordinances, and press releases as assigned; research information as requested.
• Assist in gathering data for special reports and projects.
• Serve as payroll clerk for the department; prepare and enter payroll for the department
• Prepare purchasing paperwork for City Manager/Administration as necessary.
• Prepare City Manager's mail; receive, sort and distribute incoming and outgoing mail and correspondence
• Assist with completing and distributing agendas and notices.
• Record City Council meetings and perform other duties of the City Clerk in her absence.
• Maintain departmental files at the direction of the City Manager.
• Handle direct complaints and general information calls received by City Manager's office.
• Receive, process, and maintain records of property and liability claims.
• Prepare annual general liability and property insurance re-rate information for insurer.
• Participate in budget preparation activities.
• Assist Finance Department and Customer Service as necessary.
• Assist other departments when called upon and as approved by the City Manager.
• Serve on internal committees as assigned.
  • Develop and maintain city website, updating posted information as necessary.
  • Perform related duties as assigned.

QUALIFICATIONS :

Knowledge of:

• Modern office procedures, methods and equipment.
• Computer proficiency in Microsoft Office applications.
• Proper public contact and telephone etiquette.
• Business letter writing and basic report preparation.
• Principles and procedures of record keeping.
• English usage, spelling, grammar and punctuation.
• Basic mathematical principles.
• Purchasing procedures under City guidelines.
• Basic bookkeeping practices.
• Legal forms, wording and documents.
• Computer skills using Windows, WordPerfect, Microsoft Office applications, Internet, Adobe Acrobat and conversion techniques, Microsoft Outlook, Dreamweaver, Adobe Printshop, and photo editing skills.

Ability to:

• Prepare clear and accurate correspondence, documents and reports.
• Operate standard office equipment.
• Prioritize and organize various assignments in order to produce efficient and effective results.
• Type at a speed necessary for successful job performance.
• Research a variety of information.
• Communicate clearly and concisely, both orally and in writing.
• Understand and follow written and oral instructions.
• Simultaneously perform a variety of clerical functions.
• Provide tactful and appropriate responses to inquiries from the public, and other departments or agencies.
• Establish and maintain cooperative-working relationships with those contacted in the course of work.

Experience and Training Guidelines :

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience :

Five years of highly responsible clerical experience is required.

Training :

Equivalent to the completion of the twelfth grade supplemented by specialized training in clerical or a closely related field. An Associate's degree is preferred.

PHYSICAL DEMANDS :

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Regularly required to sit, use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; talk or hear.
• Occasionally required to stand; walk; stoop, kneel, crouch, or crawl; and talk or hear.
• Frequently required to lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT :

The work environment characteristics described here are representative of those that an employee encounters while performing the essential functions of this job.

• The noise level in the work environment is usually moderate. Employee must have ability to maintain concentration in the midst of constant interruptions and background noise.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

This written should not be construed as an exhaustive list of all responsibilities, requirements, experience, duties and skills required. Further, this may be changed or amended at any time in the sole discretion of the City of Chickasha.