Administrative Assistant - City Manager and Mayor

GENERAL PURPOSE

The Administrative Assistant provides high-level administrative support to the City Manager and Mayor by assisting with the following areas: managing daily operations, coordinating schedules, preparing correspondence and presentations, preparing communications, and managing special projects. This position requires exceptional organizational, communication, and analytical skills, along with sound judgment, discretion, and professionalism.

The successful candidate is a proactive self-starter who anticipates needs, identifies opportunities for improvement, and takes initiative to complete projects with minimal supervision. This position plays a vital role in enhancing the efficiency, communication, and effectiveness of the City Manager's and Mayor's offices.

SUPERVISION RECEIVED

Works under the broad policy guidance and direction of the City Manager and City Mayor.

ESSENTIAL FUNCTIONS

Prepare, edit, proofread, and finalize professional correspondence, reports, presentations, memoranda, agendas, meeting materials, speeches, and other documents.

Conduct research and prepare briefing materials, background information, talking points, and presentations tailored to the intended audience.

Coordinate meetings, conferences, and events by scheduling appointments, preparing agendas and supporting materials, recording action items, and ensuring timely follow-up.

Manage calendars, coordinate travel arrangements, and prioritize competing scheduling demands.

Support City initiatives and special projects by developing, tracking, and implementing administrative processes to ensure deadlines are met and projects are completed accurately.

Assist with the City's communication efforts, including social media, website content, newsletters, and digital outreach. Help monitor social media performance and analytics to improve engagement and communication strategies.

Help gather information from City departments for newsletters, public communications, events, recreation programs, arts initiatives, and other community outreach efforts.

Assist in coordinating, collecting, organizing, and analyzing departmental data to support key performance indicators, operational reporting, and strategic decision-making.

Assist with identifying organizational needs, anticipating issues, recommending solutions, and initiating appropriate actions.

Maintain confidentiality while handling sensitive information and effectively interact with elected officials, department directors, employees, residents, and community stakeholders.

Perform other related duties as assigned, including working after hours at events.

MINIMUM QUALIFICATIONS

1. EDUCATION AND EXPERIENCE:

A. High school diploma;

AND

B. Three (3) year of progressively responsible administrative, business, accounting, or public management experience related to the above duties;

OR

C. An equivalent combination of education and experience.

2. KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of: Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams. Business writing, report preparation, proofreading, and document formatting. Office administration and executive support practices. Social media platforms, analytics, and digital communications.

Preference given for knowledge of Adobe Creative Suite, including Acrobat, Photoshop, InDesign, and Illustrator. Basic HTML and website content editing. Data collection, analysis, and key performance indicator tracking. Budget preparation, procurement processes, and record management. Local government organization, public meeting procedures, and customer service principles.

Ability to Demonstrate initiative by anticipating needs, identifying priorities, solving problems, and completing assignments independently with minimal supervision. Communicate professionally and effectively, both verbally and in writing. Prepare accurate reports, presentations, correspondence, and other business documents. Analyze information, organize complex data, and present findings clearly. Manage multiple priorities, meet deadlines, and adapt to changing demands. Exercise sound judgment, discretion, and confidentiality when handling sensitive information. Build effective working relationships with elected officials, department directors, employees, and the public. Work under pressure while maintaining accuracy, professionalism, and attention to detail.

WORK ENVIRONMENT

Work is performed primarily in a standard office environment with appropriate climate controls. Duties require sitting, standing, walking, bending, reaching, and occasional lifting. Continuous use of vision, hearing, speaking, and manual dexterity is required. Some local travel is required. Duties may include attending activities and events outside, some evenings, and some weekends.

DISCLAIMER: The above information is intended to describe the general nature of this position and is not to be considered a complete statement of duties, responsibilities, requirements or knowledge, skills and abilities. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Pay: $21.50 - $30.48 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $22 - $30