Executive Assistant - G117 - Mayor's Office

This position is responsible for providing administrative support to the Mayor’s Office and Director of Crime Prevention.

• Answers telephones and directs calls for Mayor’s Office & Director of Crime Prevention.
• Responds to citizen complaints.
• Serves as the receptionist for the Executive office suites and welcomes visitors.
• Secures clergy for weekly council meetings.
• Organizes and inventories office supplies.
• Maintains files: formats proclamations, letters, reports, and other documents.
• Receives, sorts, and scans incoming mail.
• Assists with the office social media accounts.
• Responds to inquiries and provides information regarding CCG policies, guidelines, procedures, and projects; forwards requests to appropriate personnel as needed.
• Compiles and verifies information for processing or to prepare various reports.
• Prepares board minutes, board notices, assists with documentation for Director of Crime Prevention.
• Works with Crime Prevention Director to manage programs and grants of the Office of Crime Prevention.
• Schedules appointments for the Director of Crime Prevention.
• Processes requisitions for grant payments.
• Manages website for Mayor’s Office & Office of Crime Prevention.
• Assists in the organization of meetings and news conferences, assists with planning luncheons and special events.
• Manages meeting notification and data for the Mayor’s commissions and committees as well as Crime Prevention Board.
• Prepares and updates the Mayor’s holiday greeting card list.
• Assists department heads and councilors with special requests.
• Performs other related duties as assigned.

• Knowledge of office administration practices and procedures, such as letter writing and the operation of standard office equipment.
• Knowledge of standard business arithmetic.
• Knowledge of office administration practices and procedures, such as letter writing and the operation of standard office equipment.
• Knowledge of computer applications.
• Knowledge of basic principles of accounting to include budgetary principles and practices.
• Knowledge of techniques of record keeping, report preparation, filing methods, and records management.
• Skill in planning, organizing, and coordinating administrative operations.
• Skill in researching, compiling, and summarizing information and data.
• Skill in oral and written communication.
• Deadlines and frequent interruptions contribute to the complexity of the position.
• Skill in interpersonal relations.

Knowledge and level of competency commonly associated with the completion of specialized training in the occupational field, in addition to basic skills typically associated with a high school education. Associate degree preferred. Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of three to five years of work experience. Possession of a valid driver’s license; ability to become a Notary Public.

The work is typically performed while sitting at a desk or table.  The employee must occasionally lift light objects.  Additionally, the following physical abilities are required:

• Balancing – maintain equilibrium to prevent falling while walking, standing, or crouching.
• Climbing – ascending, descending ladders, stairs, ramps, requires body agility.
• Crawling – moving about on hands, knees, or hands, feet.
• Crouching – bending body forward by bending leg, spine.
• Feeling – perceiving attributes of objects by touch with skin, fingertips.
• Grasping – applying pressure to object with fingers, palm.
• Handling – picking, holding, or working with whole hand.
• Hearing 1 – perceiving sounds at normal speaking levels, receive information.
• Hearing 2 – receive detailed information, make discrimination in sound.
• Kneeling – bending legs at knee to come to rest at knees.
• Lifting – raising objects from lower to higher position, moving objects side to side, using upper extremities, back.
• Manual Dexterity – picking, pinching, typing, working with fingers rather than hand.
• Mental Acuity – ability to make rational decisions through sound logic, deductive reasoning.
• Pulling - use upper extremities to exert force, haul or tug.
• Pushing – use upper extremities to press against objects with force, or thrust forward, downward, outward.
• Reaching – extending hands or arms in any direction.
• Repetitive Motion – substantial movements of wrists, hands, fingers.
• Speaking – expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.
• Standing – for sustained periods of time.
• Stooping – bending body downward, forward at waist, with full motion of lower extremities and back.
• Talking 1- expressing ideas by spoken word.
• Talking 2 – shouting to be heard above ambient noise. 
• Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading. 
• Visual Acuity 2 - color, depth perception, field of vision. 
• Visual Acuity 3 - determine accuracy, neatness, observe facilities/structures. 
• Visual Acuity 4 - operate motor vehicles/heavy equipment. 
• Visual Acuity 5 -close acuity for inspection of small defects, machines, use measurement devices, or fabricate parts. 
• Walking - on foot to accomplish tasks, long distances, or site to site.

Salary : $37,981