What are the responsibilities and job description for the Executive Assistant position at The City of Fairbanks?
Job Summary
This position is responsible for performing a wide range of complex administrative tasks to support the City Mayor, Chief of Staff, and executive staff. The executive assistant acts as the main point of contact for the Mayor's office and frequently assists the public with citizen concerns and requests for information. This position provides assistance to the Human Resources and Risk teams and is required to handle sensitive and confidential communications and documents relating to the Mayor's Office which requires a high degree of confidentiality. This position is Fairbanks General Code reporting to the Mayor and Chief of Staff as part of the Mayor's Department.
Essential Job Functions / Knowledge, Skills, and Abilities
ESSENTIAL JOB FUNCTIONS
- Provides a wide range of complex administrative support to the Mayor and Chief of Staff.
- Assist Mayor's office in carrying out ceremonial matters such as writing proclamations and employee recognitions.
- Receive and assist in responding to citizen comments and concerns; follow up with department heads as needed.
- Create, review, and edit correspondence coming from the Mayor's office.
- Assists with disseminating information from the Mayor's office to city departments and the community.
- Process all invoices for Risk, Human Resources, and the Mayor's Office.
- Serve as the point of contact for City Hall phone system and website issues.
- Monitors City of Fairbanks social media and City website for relevant content and accuracy.
- Composes, reviews, and responds to correspondence; schedules appointments, department meetings, and projects.
- Manages the Mayor’s calendar, email, and other communications.
- Receives and makes telephone calls and assists visitors to the Mayor's Office.
- Handles special projects as directed by the Mayor and in collaboration with department supervisors.
- Organize large scale community events as directed with little supervision.
- Serves as the point of contact and assists with projects related to the Mayor's functions with professional organizations, governmental agencies, the business community, and City departments.
- Coordinates legislative capital request submissions; reviews/updates policies and procedures
- Works with other organizations on special projects.
- Organizes and maintains an extensive filing system.
- Monitors the Mayor’s budget.
- Handles purchasing needs.
- Handles travel.
The above examples are representative of assignments performed by this class and are not intended to be all inclusive.
KNOWLEDGE, SKILLS, AND ABILITIES
Candidates hired must satisfactorily demonstrate these factors during a prescribed probationary period for continued employment.
- Knowledge of modern administrative office procedures including record keeping, English composition and proper sentence structure, spelling, grammar, diction, and proofreading skills.
- Understanding of social media platforms and proper usage and posting etiquette.
- Ability to communicate clearly and concisely both orally and in writing.
- Ability to establish and maintain effective working relations with supervisors, co- workers, public and private officials, and the general public.
- Ability to maintain confidentiality of information.
- Ability to exercise considerable independent judgment and perform duties with a minimum of direct supervision.
- Ability to perform all functions in a high traffic, high stress environment.
- Ability to plan and execute large scale community events with little supervision.
Minimum Qualifications
Persons applying for this position should have the following:
- Four (4) years of experience as an executive / administrative assistant with strong verbal, written, and interpersonal skills.
- A minimum typing speed of 60 words per minute with a maximum of 4 errors. Applicants will be required to take a typing test from a reliable agency and have the results attached at the time the application is submitted.
- Experience in the operation of office equipment required for the position, including the Microsoft Suite. Experience and proficiency in contemporary word processing and spreadsheet programing is required.
- Applicants will be required to submit a writing sample that demonstrates proficiency in composition, proper sentence structure, spelling, grammar, and proofreading skills.
Work Environment and Physical Demands
WORK ENVIRONMENT AND PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Light lifting exerting up to 10 lbs. occasionally or negligible weights frequently; sitting most of the time.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
The City of Fairbanks offers a complete benefits package to full-time employees including: Health care, Health Reimbursement Arrangement Plan (HRA), Flexible Spending Account, Dental care, Life Insurance, Long and short - term disability insurance options, pension, holidays, vacation, and deferred compensation plans.
Benefit packages are unique to each of our Union Contracts.