The City of Pekin is accepting applications for an Executive Assistant preferably with municipal experience. This position reports to the City Manager. Normal working hours for this position is Monday through Friday 8:00AM - 5:00PM.
The Executive Assistant supports officials by organizing schedules, attending meetings, managing correspondence, and performing various confidential administrative functions. The Executive Assistant position requires knowledge of the City's and the City Manager's office's policies, rules, regulations, and functions. They exercise judgment in making determinations on various rules and procedures in conjunction with City leadership regarding transcription, coding, invoicing, screening, and event planning.
Essential Duties and Responsibilities
Maintains the City Manager's calendar by scheduling appointments and training, creating agendas, taking notes, maintaining meeting minutes and planning/managing City and community events.
Assists with creation, review, and approval for the City newsletter, website, eNews, social media posting, the City's cable channel, press releases, etc.; acts as the designated backup for the Public Information Officer.
Assists in gathering, compiling and preparing confidential files, conducts surveys and develops correspondence for information gathering. Prepares and maintains computerized reports.
Takes and transcribes verbal dictation and meeting minutes. Types a variety of documents and correspondence, creates and maintains spreadsheets and databases.
Code all invoices that come through the City Manager's office.
Supports word processing, spreadsheet and database applications, manages correspondence and other documents including, resolutions, ordinances, contracts, policies, intergovernmental and franchise agreements, program applications, memoranda, agendas, bids, statistical and numerical reports, budgets, weekly updates, agenda items, minutes of meetings and departmental forms. Proofreads documents for publication.
Responds to incoming telephone calls, sort's incoming mail and correspondence for priority, importance, and necessity. Composes routine letters responding to inquiries in need of written response and answers requests for information.
Provides clerical support for risk management and safety programs. Assists with budget preparations, goals and objectives, including the City Board agenda, and the Capital Improvement Program (budget). Enters data and prepares monthly and year-end summary reports. Prepares check requests.
Serves as secretary to the Executive Safety Committee.
Responds to concerns and inquiries regarding general City services. Directs public inquiries and concerns to appropriate departments/personnel. Performs other duties as requested or assigned.
Required Experience
5 years of experience as an Administrative Assistant at the executive level.
Education Requirements
Completion of a High School diploma or General Education degree (GED) equivalent
Other Skills and Abilities
Typing skills (60 wpm), Extensive and excellent customer service skill background required. Individual must be a well-organized, a self-starter with a great deal of initiative and have the ability to follow-through, with little or no supervision. Individual must be a team player and extremely detail oriented and possess excellent proofreading skills.
The City of Pekin is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
Applicants must be able to pass a background check and pre-employment drug testing. Any job offer will be based on the results of background and drug testing.
