Executive Assistant

Department:         Administration

Pay Grade:           511

FLSA Status:        Exempt

Job Code:             A065

JOB SUMMARY

The purpose of this classification is to provide high-level administrative support functions directly for City Officials, including the City Administrator, Chief Financial Officer, and/or Deputy City Administrators. Work primarily involves managing the City Officials’ schedules; coordinating and confirming meetings with the Mayor, City Council members, the executive leadership team, department directors, and external partners; preparing correspondence and executive communications; preparing agenda packets, briefing materials, and other documents, and tracking follow-ups and action items. Employee is also responsible for performing research and providing information on complaints received; assisting in the coordination of special events; screening and independently handling a variety of routine inquiries by telephone and in person; and maintaining a variety of records and files. Employee must exercise independent judgment, discretion, and initiative in completing assignments. Employee must also exercise considerable tact and courtesy in frequent contact with the general public.

ESSENTIAL JOB FUNCTIONS

• Provides administrative support at a senior/executive level for City Officials; relieves leadership of routine administrative tasks; screens telephone calls, mail, and other communications and initiates appropriate action/response; types, composes, edits, or proofreads correspondence on behalf of the City Official; records and/or transcribes correspondence, statements, minutes, or other information; keeps City Officials informed of significant matters, messages, documentation, or other information.
• Supports meetings and initiatives; leverages productivity management systems and tools to ensure efficient prioritization, action item tracking, and follow-through on high-priority assignments.
• Coordinates and provides administrative support for City Officials; processes a variety of documentation within designated timeframes and per established procedures.
• Responsible for Procurement Card and bank statement reconciliation; coordinates internal accounting activities; maintains current balances for general ledger accounts.
• Serves as liaison between the Office of the City Administrator and other departments/divisions, staff members, City officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; circulates documentation to appropriate departments.
• Serves as liaison between the Office of the City Administrator and other departments/divisions, staff members, City officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; circulates documentation to appropriate departments.
• Maintains calendar/schedule of activities; schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; updates calendar regularly and notifies parties involved of changes.
• Manages multiple calendars and email accounts with strong prioritization skills for high-volume, time-sensitive communications.
• Coordinates arrangements for various meetings and special projects; notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; and maintains records.
• Supports public engagements, council presentations, and civic events with full logistical support. Supports public engagements, council presentations, and civic events with full logistical support.
• Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans. Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans.
• Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; responds to requests for service/assistance; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary; relays calls/messages via two-way radio.
• Performs customer service functions in person, by telephone, or by mail; provides information or assistance regarding department/division services, activities, forms, procedures, fees, or other issues; receives and/or disseminates forms/documentation; responds to routine questions/complaints, researches problems, and initiates problem resolution; refers complaints/problems to appropriate personnel.
• Develops and distributes professional content, including presentations, video materials, and social media support. Develops and distributes professional content, including presentations, video materials, and social media support.
• Ensures compliance with all applicable codes, laws, rules, regulations, standards, policies, and procedures. Ensures compliance with all applicable codes, laws, rules, regulations, standards, policies, and procedures.
• Maintains file system of various files/records for the assigned area; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record retention.
• Researches, compiles, and/or monitors administrative or statistical data pertaining to operations; summarizes data, performs routine data analysis, and prepares reports; conducts research of department files, legal records, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed.
• Distributes documentation between department/staff members and internal/external individuals/agencies; operates fax machine to send/receive documentation; distributes/delivers incoming faxes, subpoenas, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
• Prepares, types, proofreads, and/or completes various forms, reports, correspondence, newsletters, lists, logs, notices, schedules, calendars, attendance records, check requests, purchase orders, requisitions, budget documents, contracts, agreements, statistical reports, incident/accident reports, work order requests, agendas, minutes, motions, ordinances, resolutions, accident/incident reports, inventory records, charts, graphs, spreadsheets, or other documents.
• Receives various forms, reports, correspondence, logs, applications, invoices, check requests, purchase orders, purchase requisitions, personnel forms, budget documents, contracts, work orders, vehicle maintenance reports, legal documents, court documents, investigative reports, newsletters, audio tapes, policies, procedures, manuals, catalogs, maps, handbooks, directories, reference materials, or other documentation; reviews, completes, proofreads, processes, forwards or retains as appropriate.
• Operates a personal computer, telephone, general office equipment, or other equipment necessary to complete essential functions, to include the use of word processing, spreadsheet, database, presentation, graphics, desktop publishing, e mail, Internet, or other computer programs; and performs basic maintenance of computer and performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner.
• Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies.
• Communicates with supervisor, employees, volunteers, other departments, City officials, other municipalities, government agencies, attorneys, engineers, contractors, vendors, sales representatives, customers, the public, community organizations, outside agencies, and other individuals as needed to coordinate work activities, review the status of work, exchange information, or resolve problems.
• Maintains confidentiality of documentation and issues.
• Performs other related duties as required.

• Valid State of Georgia Driver's License
• Executive Assistant, Administrative Professional, Project management, productivity, data analytics, or process improvement certification is a plus.

• Ability to learn, comprehend, and apply all City or departmental policies, practices, and procedures necessary to function effectively in the position. Ability to learn, comprehend, and apply all City or departmental policies, practices, and procedures necessary to function effectively in the position.
• Ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
• Ability to apply proven productivity and time management techniques and leverage organizational tools to manage competing priorities and complex workflows in fast-paced executive environments.
• Ability to perform in a supervisory capacity.
• Ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Ability to utilize a wide variety of references, descriptive, and/or advisory data, and information. 
• Ability to balance competing priorities and exercise sound judgment in fast-paced, dynamic organizational environments.
• Ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
• Ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to use facts and principles for developing approaches and techniques to resolve problems.
• Ability to exercise judgment, decisiveness, and creativity in situations involving the evaluation of information against measurable or verifiable criteria.
• Demonstrated proficiency in creating and managing professional digital content (presentations, video, social media) for organizational communications and public engagement.
• Strong stakeholder engagement and relationship-building skills with elected officials, government partners, community leaders, and the public.