Job Description

Executive Assistant to City Manager

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Class Title

Executive Assistant to City Manager

Class Code

1584

Salary

$85,342.40 - $111,862.40 Annually

+ Definition

+ Benefits

Classification Description Summary

Under direction, performs a full range of varied complex, sensitive, highly responsible, and confidential office administrative, secretarial, advanced clerical, and routine programmatic support functions of a general or specialized nature in support of the City Manager's Office with only occasional instruction or assistance; exercising judgment and initiative, relieves assigned staff of clearly defined and delegated administrative or technical detail; and assists the City Manager with special programs, projects, and research.

The Executive Assistant to the City Manager classification is distinguished from the Administrative Secretary class in that the incumbent in the Executive Assistant to the City Manager class provides a full range of executive staff support to the City's chief executive officer. This class performs the more difficult and complex administrative support tasks involving a thorough knowledge of the policies and procedures of the City Manager's Office with a significant degree of independent judgment. The incumbent in the Executive Assistant to the City Manager class is assigned significant responsibility for carrying out administrative and office secretarial duties, frequently of a complex, highly sensitive, and confidential nature in the City Manager's Office, often in a rapidly changing environment. The incumbent may also supervise a small number of staff and perform technical duties in support of assigned operations.

Essential Functions

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Perform a wide variety of varied, complex, sensitive, highly responsible, and confidential office administrative, secretarial, advanced clerical, and routine programmatic support functions in support of the City Manager's Office with only occasional instruction or assistance; relieve City Manager of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems; determines level of importance on issues to be addressed by the City Manager.

Serve as Office Manager for administrative support staff supporting the City Manager's Office and the City Council; plan and organize work activities; recommend improvements in work flow, procedures, and use of equipment and forms; implement improvements as approved; develop and revise office forms and report formats as required; organize and maintain filing systems.

Draft and/or type, word process, format, edit, revise, and print a variety of documents and forms including reports, correspondence, memoranda, agenda items and reports, agreements, ordinances, resolutions, technical and statistical charts and tables, and other specialized and technical materials from rough drafts, dictation, modified standard formats, and brief verbal instructions.

Proofread, verify, and review materials, applications, records, and reports for accuracy, completeness, and conformance with established standards, regulations, policies, and procedures; ensure materials, reports, and packets for signature are accurate and complete.

Serve as liaison between assigned office and the general public, City staff, City Council, and outside groups and agencies; provide general and specialized information and assistance regarding assigned function that may require the use of judgment, tact, and sensitivity and the interpretation of policies, rules, and procedures as appropriate; explain programs, policies, and activities related to specific program area of assignment; receive and screen office and telephone callers; calendar appointments; respond to complaints and requests for information relating to assigned responsibilities; refer callers and/or complaints to appropriate City staff for further assistance as needed and/or take or recommend actions to resolve the complaint.

Work with Mayor and City Council members to ensure communication with the City Manager is a priority.

Develop, revise, and maintain standardized and master documents; compose correspondence, reports and informational materials; assist in designing and producing technical information; copy, disseminate, and post documents and information as appropriate.

Participate in the collection, compilation, and analysis of information from various sources on a variety of specialized topics; participate in the preparation of reports that present and interpret data, identify alternatives, and make and justify recommendations.

Maintain accurate and up-to-date office files, records, and logs for assigned areas; develop, prepare, and monitor various logs, accounts, and files for current and accurate information.

Compile, prepare, and enter data into a computer from various sources including accounting, statistical, and related documents; create and maintain computer based tracking information and reports including assigned databases, records, and lists; create standard statistical spreadsheets; input corrections and updates; assist in the compilation of reports.

Utilize various computer applications and software packages; enter data; maintain and generate reports from a database or network system; create and administer mailing lists; design, maintain, and utilize data to develop reports using spreadsheet software; create, format, and revise charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using appropriate technology, including social media.

Assist in assembling and preparing the annual budget for assigned area; monitor expenditures against budget; prepare purchase requisitions and requests for payment.

Attend to a variety of office administrative details such as ordering supplies, arranging for equipment repair, transmitting information, and keeping reference materials up to date; organize and maintain office and specialized files in accordance with the City's records management program.

Maintain calendar of activities, meetings, and various events for assigned staff; coordinate activities and meetings with other City departments, the public, and outside agencies; coordinate and arrange special events as assigned; advise and provide guidance for City representation at special events; schedule meetings; coordinate arrangements and set up meeting rooms; notify participants; prepare and/or assemble meeting materials.

Coordinate, make, process, and confirm staff travel arrangements; arrange for transportation and accommodations for travel, check and process expense claims.

Prepare special reports and perform special projects that may require researching, gathering, and organizing information from a variety of sources.

As assigned, arrange and coordinate meetings for assigned commission, board, agency, and/or other groups; draft and finalize agendas, minutes, and correspondence; coordinate assembly and distribution of agenda packets; prepare legal notices for publication and mailing; attend meetings and takes, transcribes, and assures proper distribution and filing of minutes, resolutions, and ordinances.

Oversee, direct, and evaluate the work of clerical support staff; provide training and assistance as necessary.

Perform related duties as required.

Minimum Qualifications

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

Basic functions of public agencies including the role of an elected Council and appointed boards and commissions.

Organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities.

Office procedures, methods, and equipment including computers.

Relevant technology skills and the ability to quickly master new or updated software.

Principles and practices of fiscal, statistical, and administrative research and report preparation.

Principles and procedures of record keeping.

Principles and practices used in establishing and maintaining files and information retrieval systems, including electronic files and databases as well as web-based tools.

Principles and practices of sound business communication including excellent phone skills.

Principles of business letter writing and report preparation.

Basic accounting and bookkeeping principles and practices.

Basic principles and practices of budget preparation and administration.

Mathematical principles.

Customer service and public relations methods and techniques.

Basic principles and practices of supervision and training.

Pertinent federal, state, and local laws, codes, and regulations.

Ability to:

Perform a full range of varied complex, sensitive, highly responsible, and confidential office administrative, secretarial, advanced clerical, and routine programmatic support functions of a general or specialized nature in support of the City Manager's Office with only occasional instruction or assistance.

Ability to stay on task and deal with distractions.

Accept changes in projects and tasks midstream and complete them successfully.

Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.

Understand, interpret, and apply general and specific administrative and departmental policies and procedures.

Interpret and apply applicable federal, state, and local laws, codes, and regulations.

Operate office equipment.

Use technology fluently including office programs, social media and web-based tools.

Type and enter data at a speed necessary for successful job performance.

Take and transcribe dictation, if required by the position, at a speed necessary for successful job performance.

Participate in researching, compiling, analyzing, and interpreting data.

Participate in the preparation of a variety of administrative and financial reports.

Establish, organize, and maintain a variety of specialized files and records including electronic records management.

Independently prepare correspondence and memoranda.

Perform accounting, expense management and budget tasks accurately.

Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.

Plan and organize work to meet changing priorities and deadlines.

Understand and carry out oral and written directions.

Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other agencies on sensitive issues in area of responsibility.

Effectively represent the City to outside individuals and agencies to accomplish the goals and objectives of the unit.

Work cooperatively with other departments, City officials, and outside agencies.

Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.

Work in a team based environment to achieve common goals.

Coordinate multiple projects and complex tasks simultaneously.

Meet the physical requirements to safely and effectively perform the assigned duties.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:

Equivalent to completion of the twelfth grade supplemented by specialized business or administrative training. Additional specialized or college level course work in business administration, office management, public administration or a related field is highly desirable.

Experience:

Five years of increasingly responsible office administrative and secretarial experience that includes two years at an executive level. Experience in a municipal government is highly desirable.

Supplemental Information

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein 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 job functions.

Environment: Work is performed primarily in a standard office setting; frequent contact with employees City-wide, elected officials, and with the public.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Other Requirements

Mid-Mgmt

B29

Updated: 05/2019

JD 11/2018

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