Executive Assistant to the City Manager

Description

(Anticipated Hiring Range: $$26.29 - $27.63/hourly)
Positions assigned to this class perform advanced level, complex, and confidential administrative duties for the City Manager and executive staff; reports directly to the City Manager. Uses initiative and discretion to respond to requests/complaints and conveys information appropriately. Provides support to the Economic Development and Marketing and Communications department, as needed.

Essential Duties

The following are intended to describe core work functions of this classification. While the level and broad nature of essentials duties may not change, specific work tasks may vary over time depending on the City's needs.

• Perform a wide variety of complex, responsible, and confidential administrative duties for the City Manager and executive staff. Handle confidential and sensitive information and assignments with discretion.

• Collect information on operational and administrative problems; prepare comprehensive reports or manuals; write and prepare a variety of internal and external correspondence and documents.
• Assist in the support of the Mayor and Council, producing and publishing the agenda, assembling background materials, managing the mayor’s calendar, and planning for travel for conferences or meetings.
• Maintain calendars, plan, schedule, and coordinate special events with other city departments and/or organizations, schedule meetings and public appearances for the City Manager and executive staff.
• Act as the administrator for Legistar; provide training and support to users, as needed.
• Assist in the preparation of quarterly and annual reports; preparation of department budget documents, monitor department expenditures and complete required financial transaction documentation.
• Research, compile, and analyze data for special projects and various reports.
• Act as a key contact within the department (and city) to coordinate immediate problem resolution related to concerned citizens and visitors, online systems, and processes.
• Order and purchase supplies for the department and maintain the city’s internal phone list.
• Support the city’s policies, goals and objectives and work with management and other staff to ethically achieve such goals and objectives; ensure compliance with safety procedures.

Minimum Qualifications

Graduation from a college or university accredited by an agency recognized by the U.S. Secretary of Education or Council for Higher Education Accreditation (CHEA) with a Bachelor’s degree and five (5) years paid full-time experience of administrative or program support in a public agency and/or supporting executive level staff.

Supplemental Information

Knowledge

• City, state, federal and department procedures, policies, and guidelines; city code; Arizona Revised Statutes.

• Research and analysis methods and techniques.

• Various software applications, including Office 365, financial software, and Legistar.

• Establishing and maintaining cooperative working relationships with coworkers and other individuals in contact during the course of work; communicating clearly and concisely; following instructions.

• Drafting and creating reports, policies, memos, and various types of correspondence.
• Communicating clearly and concisely with all levels of city staff, council, commissioners, and the public, both in writing and verbally.

• Operating a personal computer utilizing standard software such as Microsoft Office and some specialized software and applications; functioning standard equipment.

• Assessing, prioritizing, and completing multiple tasks and demands simultaneously.