Executive Assistant

General Statement of Duties

Performs executive-level support work to ensure that the assigned department administrative operations are effective and efficient.

Distinguishing Features of the Class

An employee in this class performs a variety of administrative and office management and customer service duties assisting the department and Director in operational and programmatic duties. Work includes accounts payable and accounts receivable for invoices; preparing purchase orders; monitoring department budget and expenditures; completing required budget forms and travel reimbursements; maintaining departmental financial spreadsheets and budget line items; and assisting the Director with budget preparation.  Work also involves maintaining inventory of office supplies; ordering uniforms and supplies; maintaining staff files and training files; processing vehicle insurance and insurance claims; reviewing department timesheets for payroll; establishing and maintaining a variety of department records, files and data, including financial records; organizing special events; and providing administrative support to the Director which includes answering the telephone, maintaining calendar, coordinating travel arrangements, and typing letters and reports.  Work requires knowledge of accounting practices and principles, and broad knowledge of department and City policies and procedures.  Work is performed under the supervision of a department or large division head and is evaluated through observation, conferences, and the quality and effectiveness of work completed.

Duties and Responsibilities

Essential Duties and Tasks

Provides administrative support to the Department Director including answering the telephone and directing calls, taking messages, greeting visitors, scheduling appointments and meetings, making travel arrangements, and maintaining the department calendar.

May serve as secretary to one or more boards; arranges meetings, conferences, and retreats; prepares agendas and attachments; attends meetings, hearings, or conferences as a participant or as staff; takes meeting notes or minutes, transcribes, and distributes; follows up on actions as requested.

Attends board and committee meetings; prepares meeting packets, agendas, and handouts; takes meeting minutes; coordinates the set up for meetings.

Assists the public with understanding departmental and City policies and procedures as they relate to the services being provided by the department; explains reasons for denying a request; refers to others who may make exceptions; takes complaints, may refer to others for resolution.

Performs payroll duties including monitoring employee timesheets for errors, verifies timesheets and leave records are accurate; maintains the department's personnel records and files; prepares and/or types confidential reports.

Performs specialized financial and budget support functions; reviews and processes invoices and bills; processes purchase orders; prepares budget amendments; requests reimbursements; assists with preparation of the operating budget; maintains budget line items; monitors donations; maintains and tracks financial data and reports.

Orders and maintains staff uniforms and equipment; orders department materials and office supplies, ensuring purchasing rules and standards are met.

Orders new department vehicles; prepares and maintains vehicle maintenance records; processes new vehicle insurance; and files vehicle insurance claims.

Processes and maintains department staff personnel and training files.

Develops and maintains filing systems; compiles information requiring the selection of data from established records or reports; established databases or spreadsheets to store, retrieve and track data.

Drafts and composes correspondence and prepares for review a variety of scheduled and special reports for senior management and various government agencies; reviews and verifies records and reports for correct information; identifies potential inconsistencies and resolves discrepancies; may take and transcribe minutes for meetings.

Composes, drafts, and types letters, memoranda, agendas, reports, and other correspondence; efficiently answers and disseminates information and time sensitive correspondence.

Provides prompt and professional assistance to City citizens and others.

Coordinates special department events and community outreach programs and projects for the department as requested.

Assists department administrative staff as needed.

Receives, sorts, processes and distributes incoming and outgoing mail; determines which requires the attention of the Department Director.

Reviews and verifies records and reports for correct information; processes documents based on review and verification; proofreads final documents; files and retrieves materials.

Additional Job Duties

May coordinate or assist with the work of others, typically in their absence; Performs related duties as required.

Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities

Considerable knowledge of modern office procedures, practices and related office information technology equipment, software, and peripherals.

Working knowledge of the City’s administrative policies and procedures including accounting, purchasing, and budgeting.

Working knowledge of the department and City program, policies and procedures.

Skill in the use of information technology equipment and associated software products such as word processing, spreadsheets, and databases used to create and maintain records, minutes, and reports.

Skill in independently and accurately preparing meeting agendas and taking and transcribing minutes of official public meetings.

Ability to be tactful and courteous in dealing with the public and to give basic information on departmental programs in response to inquiries.

Ability to gather and compile materials from a variety of sources.

Ability to work independently on responsible administrative support tasks, some of which may be confidential or sensitive.

Ability to keep fiscal and statistical records, ledgers and files and provide information correctly and concisely, both orally and in writing.

            Ability to schedule activities, participants, and meetings based on specific oral or written instructions.

Ability to effectively arrange and place records, reports and files into a proper sequence.

Ability to establish and maintain effective working relationships with public officials, management, coworkers, customers and the general public.

Physical Requirements

Must be able to physically perform the basic life operational functions of climbing, stooping, kneeling, crouching, reaching, standing, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing, and repetitive motions.

Must be able to perform light work exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently and/or a negligible amount of force constantly to move objects.

Must possess the visual acuity to prepare and analyze data and figures, operate a computer terminal, do some accounting tasks, operate a computer terminal, and to do extensive reading.

Desirable Education and Experience

Graduation from business school or community college and at least two years of considerable secretarial or clerical experience at a journey level; or an equivalent combination of education and experience.

Belmont

2024

Salary : $52,854 - $84,566