Executive Assistant

This job was posted by https://idahoworks.gov : For more information,

please see: https://idahoworks.gov/jobs/2470882

The Executive Assistant independently and routinely performs complex and

advanced administrative and secretarial duties, typically supporting a

City Department Head and relating directly to major departmental

functions with limited instruction. The position performs or leads a

variety of projects as assigned, researches solutions independently to

special issues or problems, manages the daily administrative operations

of a departmental office, and supervises clerical support staff.

The job involves the use of a variety of computer operations and/or

specialized software to complete daily assignments, perform data entry

and data analysis, utilize desktop publishing, prepare for meetings and

presentations, and maintain accurate and complete records. The work may

be highly specialized and absolute confidentiality is essential.

The Executive Assistant performs advanced secretarial duties and

supervises assigned staff; coordinates and manages departmental

administrative functions and daily workflow, gives direction and

delegates work, prepares the work schedule, processes leave requests,

responds to questions or unusual situations, and evaluates staff work

and prepares performance evaluations.

The job requires working within a political arena, handling sensitive

information and maintaining confidentiality, and establishing and

maintaining cooperative working relationships with elected officials,

businesses, other City employees, other organizations, the public and

news media, and ensuring appointments are made and kept with constant

interruptions and schedule changes. The job requires in-depth knowledge

of the organization in order to manage multiple projects and interpret,

apply and implement policies and procedures to accomplish the mission of

the organizations.

The work is performed with considerable latitude allowed for independent

judgment and initiative and attention to professionalism, consequences,

and potential loss of trust from the community. The job requires the

ability to maintain a collaborative and cooperative working relationship

with elected and appointed officials, other City employees, other

organizations, and the general public.

The job differs from the Management Assistant classification in the

level and scope of responsibility, diversity of job duties, supervisory

responsibility and advanced secretarial support to a City Department

Head.

The Executive Assistant works in a general office environment where

noise is moderate.

**ESSENTIAL DUTIES AND RESPONSIBILITIES**

• Provides technical administrative support to a Department Head
  
  

performing such tasks as developing,formatting and typing a variety

of executive, sensitive, confidential, and official documents.

• Audits processes and recommends department operating policy changes
  
  

and works with manager to implement same.

• Prepares and monitors the department budget, completes forecasting
  
  

for budget planning, and may develop financial procedures. Manages

and administers the departments administrative functions and staff.

• Performs special projects as assigned. Coordinates related work.
  
  

Prepares reports.

• Answers inquiries and provides information to the public, other City
  
  

departments, businesses and private individuals. Prepares and

presents reports and information to the public.

• Performs other duties as assigned. Nothing in this job description
  
  

restricts managements right to assign or reassign duties and

responsibilities to this position at any time.

• Performs all work duties and activities in accordance with City
  
  

policies, procedures, and safety practices.

**ACCEPTABLE EXPERIENCE, TRAINING, LICENSES AND/OR CERTIFICATIONS**

• Bachelors Degree in Political Science or Business Administration; or
• Ten (10) years related experience in a governmental environment with
  
  

two (2) years experience in supervision;

• Preferred two (2) years experience with special project assignments.
  
  

An equivalent combination of education and experience that provides the

Required Skills, Knowledge And Abilities To Successfully Perform The

essential functions of the position may be considered.

**CLASSIFICATION REQUIREMENTS**

The requirements listed below are representative of the minimum

knowledge, skill, and/or ability required for an individual to

satisfactorily perform each essential duty satisfactorily and be

successful in the position.

*Knowledge of:*

• Customer service principles and procedures;
• Supervisory, evaluation, and employee training methods;
• Bookkeeping and accounting methods;
• Principles and procedures of record keeping and reporting;
• Modern office functions, management, processes and procedures;
• Operation of standard office equipment and a personal computer and
  
  

job-related software applications for word processing, spreadsheets,

Desktop Publishing And Other Required Applications.

*Skill and Ab*