GENERAL PURPOSE

Assists the City Manager in the coordination, development and implementation of departmental operating policy and procedures. This position operates with utmost professionalism and confidentiality.
SUPERVISION RECEIVED

Works under the immediate supervision and receives direction from the City Manager.
SUPERVISION EXERCISED

ESSENTIAL DUTIES AND RESPONSIBILITIES

Duties may include, but are not limited to the following.

Assists the City Manager, Assistant City Manager, Mayor, and City Council in daily activities which may include:

• Receives telephone calls and visitors answering routine inquiries, taking messages and/or routing appropriately.
• Files and posts documents/records.
• Processing public information requests.
• Investigates and follows-up on citizen requests for service and information.
• Inter-organizational memorandums and reports to Council and Department Directors.
• Sorting and distributing incoming mail taking appropriate action.
• Indexing and cross referencing of minutes, ordinances and resolutions.
• Preparation and administration of annual budget requests for the City Manager’s Office.
• Processing and monitoring of monthly expenses for City Manager and Assistant City Manager.
• Secure hotel and travel arrangements for City Manager, Assistant City Manager, Mayor, and City Council to attend conferences and other various functions.
• Writes all proclamations issued from the Office of the Mayor.
• Responsible for correspondence from the City Manager’s Office, Mayor, and City Council.
• Maintains and coordinates scheduling for the City Manager, Assistant City Manager, Mayor, City Council, and multiple room calendars.
• Development of short- and long-range plans; gathers, interprets, and prepares data for studies, reports and recommendations.
• Coordinates activities with other departments and agencies as needed.
• Coordinates special projects as assigned by City Manager or Assistant City Manager.
• Periodic office hours after 5:00pm for the coordination and assistance with Council meetings, functions and events, etc.
• Other duties as assigned.

PERIPHERAL DUTIES

DESIRED MINIMUM QUALIFICATIONS

Education and Experience:

Associates Degree in Business or Public Administration, or completion of an equivalent educational or certification program relating to business or public administration.

Seven years of administrative support to executive level staff.

Experience in municipal government or other government agencies and municipal elections preferred.

Additional years of experience beyond seven years can be considered in-lieu of education or training requirements.

Necessary Knowledge, Skills and Abilities:

Excellent writing and verbal skills.

Excellent knowledge of proper grammar and punctuation, highly skilled in proofreading documents.

Proficient in use of word processing software and personal computer.

Thorough understanding of business protocol and etiquette.

Exceptional organizational skills.

Interpersonally adept allowing ability to interact effectively with individuals of varying socio-economic backgrounds, roles and responsibilities.
SPECIAL REQUIREMENTS

TOOLS AND EQUIPMENT USED

Personal computer, including Microsoft Office Suite, purchase order and payroll software; spreadsheet and data base software; computer and/or laptop; phone; copier.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools or controls; reach with hands and arms. The employee is occasionally required to walk.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Routine office environment with position requiring prolonged periods of sitting and visual concentration. Minimal amount of noise. With opening and closing of office door, drafty and changing temperatures. Subject to dust, mites and insects. Subject to extremely cold temperatures.

Stresses may include meeting continuous deadlines imposed by local ordinance, and State and Federal regulations and guidelines

The noise level in the work environment is usually quiet.

SELECTION GUIDELINES

Formal application, rating of education and experience; in-person interview and reference checks; job related tests may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

Full Time Employees are eligible for the following benefits:

• Annual Merit raises with strong performance rating
• Potential for annual Cost of Living adjustments subject to City Council approval
• Compensatory Time in lieu of overtime (for Non-Exempt roles only)
• TMRS Retirement Plan with 2 for 1 matching
• Deferred Compensation Plans
• PPO and High Deductible medical plans
• 100% coverage for wellness activities
• $150 Health Power/Healthy Initiatives Assessment
• Dental and Vision Plans
• 25K City Provided Basic Life Insurance (and reduced rates for supplemental life insurance)
• 1X annual life insurance plan with TMRS.
• Longevity Pay and Unused Sick Day Pay Incentive
• Vacation
• Holidays (10) Plus one Floating Holiday
• Employee Assistance Program
• Credit Union