Executive Assistant

JOB Under direction, to perform a variety of highly responsible, confidential, and complex secretarial and administrative duties in support of the City Manager and City Council; to assist in planning, organizing, and coordinating support activities, special projects, operations, and functions related to the City Manager's Office; and to provide general information and assistance to staff and the general public.
SUPERVISION EXERCISEDExercises technical and functional supervision over lower level staff.
EXAMPLE OF DUTIES Attend to and process administrative details not requiring the immediate attention of assigned staff and officials including the City Manager and City Council members; independently respond to routine letters and general correspondence; compose and prepare letters, memoranda, and reports pertaining to standard policies.
Prepare, process, and coordinate first draft City Council agenda items; coordinate and prepare final agenda items and process with Departments; and perform set up for City Council meetings.
Perform responsible and difficult secretarial and administrative work involving the use of independent judgment and personal initiative; perform varied and responsible secretarial duties to assist in the processing and completion of administrative operations for assigned staff and City Council.
Serve as a primary resource and information source regarding City policies, procedures, objectives, and operational functions; receive and interview office visitors and telephone callers; answer questions and provide information where judgment, knowledge, and interpretations are utilized, especially in the proper handling of confidential information or files; resolve complaints; refer callers to appropriate sources as necessary.
Receive, compile, and organize information for the preparation of correspondence, documents, and reports as assigned; prepare a variety of correspondence, documents, and reports; maintain confidentiality of information.
Prepare information needed in administrative decisions and in facilitating the implementation of City policies and programs; research, collect, compile, tabulate, analyze, and summarize data and information pertaining to specified activities, operations, or functions as assigned; prepare a variety of fiscal, statistical, and administrative summaries and reports.
Maintain detailed calendar for the City Manager, Mayor, and City Council members; arrange interviews, appointments, schedules, conferences, travel, and itineraries.
Develop, maintain, and automate filing systems, control records, logs, and other record keeping systems and indexes.
Oversee the processing of City mail including opening, organizing, and routing incoming mail directed to the City Manager, City Council, and other administrative personnel.
Establish and maintain complete records and files including financial, budget, personnel, operational, and administrative records.
Coordinate, supervise, and monitor special projects, assignments and activities as assigned; maintain control files on matters in progress and expedite their completion.
Participate and assist in the administration of the City Manager's Office; recommend organizational or procedural changes affecting support activities; recommend improvements in work flow, procedures, and use of equipment and forms.
Operate modern office machines and equipment including word processors, typewriters, printers, copiers, calculators, and FAX machines; routinely use a full range of word processing and spreadsheet computer software applications including graphics and databases.
Order, receive, inventory, store, and distribute supplies, forms, and related items; prepare purchase orders.
Perform Notary Public duties for City staff and the public.
Serve as Co-Chairperson of the Employee Activities Committee.
Attend and participate in weekly department head/manager staff meetings and related activities; attend workshops, conferences, and classes to increase professional knowledge.
OTHER JOB RELATED DUTIESPerform related duties and responsibilities as assigned.
SUPPLEMENTAL INFORMATION Experience: Five (5) years of responsible administrative office support experience assisting executive management or a high-level official, including office management.
Training: Equivalent to a high school diploma supplemented by specialized training and course work in management, business administration, office practices, or a related field.
License or Certificate: Possession of an appropriate, valid driver's license and insurability at regular rates for the City's automobile insurance.
Certification as a Notary Public.
Special Requirements: Essential duties require the following physical skills and work environment: Ability to work in a standard office environment including ability to sit, stand, walk, kneel, crouch, stoop, squat, twist, and lift 10 lbs.
; ability to travel to different sites and locations.