Executive Administrative Assistant

Administrative Support Specialist

This position is responsible for performing highly complex office, clerical, and administrative support tasks, as well as special projects, in support of the Director of Human Resources and Library Services and the department staff.

Duties and responsibilities include:

• Providing complex administrative support to the Director, Management Analyst, and division staff by anticipating operational needs and proactively preparing agendas, briefing materials, reports, presentations, and supporting documentation for meetings, projects, and key initiatives
• Supervising and mentoring department support staff by coordinating trainings, delegating tasks, and addressing performance-related matters to ensure high-quality, consistent work that meets City standards
• Acting as a key liaison for departmental initiatives, coordinating the flow of information, materials, and action items to support timely completion and effective collaboration
• Managing complex calendars while anticipating potential issues and scheduling conflicts, and collaborating with staff to implement solutions before they impact departmental operations
• Composng, editing, and proofreading letters, memos, evaluations, City Council agenda reports, and other documents to ensure accuracy, completeness, and compliance with City standards
• Tracking assignments, projects, and follow-up items on behalf of the Director to ensure timely completion and accountability
• Researching, compiling, and organizing data for projects and reports; developing and maintaining tracking systems for recurring meetings, employee schedules, agenda deadlines, and monthly communications; maintaining office files and retention schedules
• Exercising independent judgment in managing administrative priorities, determining appropriate courses of action, and keeping the Director informed of significant issues and developments when appropriate
• Coordinating departmental projects and initiatives by developing timelines, tracking progress, coordinating follow-up with assigned staff, and proactively communicating project status to the Director and Management Analyst
• Assisting internal and external customers with inquiries regarding City policies, procedures, and functions; responding to and resolving customer concerns in a professional and timely manner
• Coordinating logistics for Director and department meetings, purchasing supplies, preparing event materials, and performing setup for department functions
• Coordinating detailed travel arrangements by managing all travel logistics, confirming itineraries, and ensuring all information is accurate, complete, and communicated in advance
• Reviewing and processing invoices for payment; monitoring and reconciling operational expenditures; assisting with the development and maintenance of the division budget
• Proactively identifying opportunities to improve administrative processes and workflows; developing and maintaining systems to organize information, monitor departmental activities, and implement solutions that increase operational efficiency
• Coordinating and developing positive working relationships among divisions, departments, outside agencies, and staff to ensure projects and initiatives remain on schedule
• Collaborating with Citywide support staff on special projects and other related initiatives
• Performing other duties and special projects as assigned

Education and experience required:

• High School Diploma or G.E.D. equivalent
• Four years of professional clerical experience in a fast-paced, professional environment, supporting an executive-level position
• Bachelor's Degree is highly desirable
• Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered
• A valid Class C driver license or the ability to utilize an alternative method of transportation to carry out job-related functions

Knowledge and abilities include:

• Knowledge of and ability to apply advanced office practices and procedures, including records management, document tracking, filing systems, and office technology
• Ability to proactively anticipate executive needs by preparing information, materials, and resources to support department meetings, projects, and initiatives
• Knowledge and understanding of English grammar and composition, and the ability to compose documents as well as review and edit documents for accuracy and relevance
• Knowledge and understanding of the City's policies, procedures, functions, services, and philosophies
• Ability to develop, maintain, and utilize tracking systems to monitor financial data, project milestones, commitments, and follow-up actions to support accountability and timely completion of department priorities
• Ability to analyze complex issues and interpret, explain, and apply applicable policies, laws, codes, ordinances, and regulations
• Ability to anticipate the needs of the department, administrative, and organizational needs; proactively develop solutions and prepare resources to support effective operations and priorities
• Ability to demonstrate initiative and sound judgment by identifying opportunities to streamline processes, improve efficiency, and implement solutions that enhance departmental operations
• Ability to appropriately handle sensitive information using professional judgment and confidentiality
• Ability to collaborate as an integral member of the department's leadership team by maintaining awareness of priorities, anticipating workload needs, and proactively supporting the coordination and timely completion of projects and initiatives
• Ability to independently prioritize and manage multiple assignments, monitor competing deadlines, adapt to shifting priorities, and proactively ensure projects and tasks are completed in a timely manner without frequent reminders
• Ability to think critically, identify potential challenges or obstacles, and proactively recommend solutions before problems arise
• Ability to independently manage assignments and projects by anticipating next steps, coordinating follow-up activities, and ensuring timely completion with minimal supervision
• Ability to work independently as well as collaborate as part of a team; ability to exercise sound judgment in determining when to act independently and when to elevate issues for management review
• Ability to lead, mentor, and train other administrative staff in the department
• Ability to establish and maintain strong, effective working relationships with other divisions, departments, outside agencies, and staff to effectively coordinate activities, address concerns, and ensure timely completion of projects and initiatives
• Ability to interpret, explain, and apply applicable federal and state laws and City rules and policies as they pertain to general human resources administration
• Ability to provide excellent customer service to both internal and external customers and effectively resolve conflicts
• Ability to communicate clearly, concisely, and effectively both verbally and in writing, and ability to understand and carry out verbal and written instructions
• Strong computer skills, specifically, using Word, Excel, Smartsheet, and Outlook
• Ability to lift, drag, and push files, paper, and documents weighing up to 25 pounds