Executive Assistant

Executive Assistant/ Secretary to City Manager

Requires successful post-offer completion of a background investigation, physical exam, and drug test (including marijuana/THC) as a condition of employment with the City of Joplin.

Primary Purpose

Under general to limited supervision, performs a variety of administrative support/executive secretarial functions in support of the City Manager. The position assists the City Manager, Assistant City Manager, department heads and other City staff with a variety of highly complex administrative and administrative support functions, special projects, and activities.

Minimum Qualifications

Education: High school diploma or GED equivalent required. Bachelor’s degree from an accredited college in Public Administration, Business Administration, or related discipline preferred. Advanced education in lieu of work experience may be substituted on a year-for-year basis.

Experience: Five years progressively responsible administrative support experience; preferably as an executive level assistant or administrative assistant.

Licenses and Certifications: Possess and maintain a valid state issued driver’s license.

Salary & Benefits

Starting at $19.293 per hour, $40,129 annually.

The City provides health insurance for employees and their immediate family members. The City pays 100% of the premium for the employees and a portion of the premium for family coverage.

Additional Benefits include:

• 2 weeks of vacation accrual per year.
• 11 paid holidays per year 3 paid “floating holidays” per year**
• Free life insurance to the employee, with supplemental options.
• Dental insurance starting at $9.02/month with fully covered preventive services.
• Vision insurance starting at $1.44/month.
• Tuition reimbursement, longevity pay, Care Leave and sick leave buy-back programs.
• Missouri LAGERS Retirement – employees do not pay into it; employee is fully vested after only 5 years of employment.
• Access to 457 retirement plans with several benefits over traditional 401k plans.
• Free library cards & gym access, fun employee events, and more!

**Floating holiday accruals depend on employee’s start date.

Essential Job Functions

Management reserves the rights to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Regular and consistent attendance for the assigned work schedule is essential.

1.Assists the City Manager, the Assistant City Manager, department heads and other City staff with a variety of highly complex administrative functions and special projects including preparing various correspondences and reports.

2.Plans and executes various tasks related to assigned projects including project management, conducting research and coordination for assigned special projects and programs, and performing statistical analyses, as requested.

3.Oversees and monitors assigned projects; maintains files and records related to projects and activities; composes routine and special correspondence. Develops and tracks important deadlines and responses from the City Manager’s office; ensures timely responses.

4.Prepares written correspondence for the City Manager to various external and internal agencies; communicates with the public regarding complaints, concerns, and requests for information. Responds to and resolves difficult and sensitive inquiries and complaints.

5.Prepares and administers budgets in relation to assigned projects; develops administrative procedures as required; tracks expenditures and ensures purchases are compliant with City purchasing rules; makes recommendations to City management regarding programs, services equipment, and personnel.

6.Prepares and presents staff reports and other necessary correspondence; develops and presents recommendations on programs, policies, and procedures as a result of assigned projects.

7.Supervises and directs interns for the City Manager’s office, when requested.

8.Acts as the City Manager’s office liaison in working with Department staff to develop and evaluate programs. Confers with department heads and managers to develop program goals/objectives.

9.Manages the administrative tasks of the City Manager's office, including monitoring expenditures, assisting with budget development, planning, assigning, and reviewing the work of interns, preparing requisitions, reports, and records, researching/preparing responses to citizen questions/complaints, organizing and overseeing the maintenance of office records and files; maintains the City Manager's calendar and itinerary.

10.Researches and prepares the City of Joplin Annual Report with input from the City Manager and Assistant City Manager.

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11. Prepares reports and other materials for submission to the City Council; participates in continuous improvement of activity including promoting the concepts, coordinating training, and monitoring results.

12. Develops, maintains, and analyzes data needed for decision-making and tracking purposes using a variety of database software and spreadsheet applications.

13. Attends, records, and participates in top-level management meetings; offers ideas and recommendations regarding the issues being discussed; researches and prepares communications for the Mayor and other top-level City officials.

14. Maintains schedules and calendars for City Council members' and Mayor's activities/meetings.

Physical Demands, Requirements, and Working Conditions

This is primarily an office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 20 pounds.

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset members of the public or their representatives while enforcing departmental policies and procedures.

Miscellaneous Requirements

Requires successful post-offer completion of a background investigation, physical exam, and drug test as a condition of employment with the City of Joplin. Must be able to keyboard at least 40 words per minute, net.

Apply Online

https://www.joplinmo.org/FormCenter/Human-Resources-12/Online-Employment-Application-90

Job Type: Full-time

Pay: From $19.29 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $40,129