Executive Assistant

Description

Performs a variety of general office clerical, technical, and related administrative support duties for the Office of the Mayor and City Council; performs related work as required.

The principal function of an employee in this class is to provide administrative support to the mayor and city council. Work is performed under the general direction of the mayor. Considerable leeway is granted for the exercise of independent judgment and initiative. The nature of the work performed requires that an employee in this class establish and maintain effective working relationships with elected officials, city employees, government agencies, and the public. The principal duties of the class are performed in a general office environment.

Responsibilities

• Performs personal and confidential secretarial and administrative support duties for the mayor and city council.
• Maintains the mayor’s business schedule and calendar.
• Transcribes and prepares a variety of correspondence requested and approved by the mayor, including letters, minutes, agendas, licenses, reports, statements, specifications, contracts, memoranda, notices, resolutions, budgets, financial and statistical tables, requisitions, and other related materials, including confidential correspondences and reports.
• Greets all visitors to the mayor’s office, responds to questions, and provides general information about the mayor’s office.
• Responds to phone inquiries and calls to the mayor’s office.
• Manages telephone calls, faxes, mail, and messages directed to the mayor’s office.
• Distributes and sorts all incoming and outgoing mail.
• Establishes and maintains a variety of confidential files.
• Copies, packages, and distributes a variety of written materials as requested by the mayor or appointed officials.
• Gathers, assembles, updates, distributes, and files a variety of information, forms, records, and data.
• Listens and directs inquiries and incoming information to the appropriate city authority and follows up on resolution as needed.
• Responds to citizen’s questions and comments in a courteous and timely manner.
• Prioritizes incoming information to the mayor’s office to facilitate a timely response to urgent issues.
• Requisition’s supplies and materials for the mayor.
• Works with the finance director in the preparation of the mayor and city council budget.
• Interacts with city personnel in the communication of information and safeguards confidential information regarding personnel matters.
• Performs invoicing and receipting functions as requested.
• Schedules hotel and travel arrangements at the request of the mayor.
• Represents the mayor, as directed, at business and civic meetings to collect information on the concerns and needs of those private organizations.
• Meets, coordinates, and provides an input process for the Mayor’s Youth Advisory Council, Chamber of Commerce, and other associations as approved by the mayor.
• Performs all work duties and activities in accordance with city policies, procedures, and safety practices.
• Keeps immediate supervisor and designated others fully and accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems.
• Communicates and coordinates with others to maximize the effectiveness and efficiency of interdepartmental operations and activities to help keep a positive work environment.
• Attends approved meetings, conferences, workshops, and training sessions and reviews publications and audio-visual materials to become and remain current on the principles, practices, and new developments in assigned work areas as requested.
• Respects the opinions of others and maintains a positive and professional working relationship with employees, supervisors, and others.
• Accepts and performs in a timely and effective manner changes in work assignments and/or how work is performed.
• Maintains good relationship and communication with mayor and city council, directors, city employees, government agencies, business community, media, and the general public.
• Performs related work as required.

Minimum Qualifications

• Graduation from High School or GED, supplemented by course work in business management, accounting, communications, or related field; and
• Considerable experience in the performance of secretarial and administrative support duties requiring a high level of confidentiality; or
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.
• Ability to pass a pre-employment drug test and background check.