Executive Assistant to the City Manager and City Clerk’s Offices
An employee in this position will provide highly responsible, confidential, varied and typically complex administrative support to the City Manager’s Office and City Clerk’s Office in the overall administration of City operations. Assignments require independent judgment and involve high-level interactions with executive management and elected officials.
The primary responsibility is to manage the administrative work of the City Manager’s Office and to ensure efficient service for the Offices of the City Manager and City Clerk. Responsibilities require tact, discretion, diplomacy, initiative and independent judgment, as well as knowledge of City priorities and administrative procedures. This class is distinguished from other office administrative classes in that the nature, scope, and diversity of responsibilities require a broader understanding of City functions and the competence to perform duties that require the exercise of discretion and independence with respect to matters of significance.
Essential Duties are not intended to be an exhaustive list of responsibilities, duties and skills. Rather, they are intended to be accurate summaries of what the job classification involves and what is required to perform it. Employees are responsible for all other duties as assigned.
- Prepares reports and verbal and written correspondence on behalf of the City Manager’s Office and City Clerk’s Office;
- Assists in setting the City Manager’s Office schedule, exercising discretion in committing the City Manager’s time;
- Hosts virtual and in-person meetings to include coordinating attendees, managing supporting materials, taking notes, and operating Zoom video conferencing meetings and webinars in a professional manner;
- Assists in setting the travel arrangements for the staff of the City Manager and City Clerk’s Offices;
- Builds effective working relationships with elected officials, city leaders, department heads, and other city staff;
- Responds to calls from the public by finding answers to questions and/or referring queries to appropriate department or city employee; follows-up to ensure issue has been appropriately addressed;
- Provides general assistance to City Manager’s Office staff, such as scanning, filing, printing, mailing, ordering office supplies, processing invoices, and handling food orders when necessary;
- Supports the City Clerk with various assignments including but not limited to supporting pre and post City Council Meeting agenda preparation and coordination;
- Establishes effective working relationships with community representatives and makes a positive and professional impression on the public;
- Assists with planning, coordinating and monitoring special programs or projects as directed;
- Maintains regular contact with the Mayor, City Council, Assistant City Manager, and City Manager to keep them appraised of situations and issues;
- Composes correspondence dealing with issues and subject matter that can require considerable sensitivity, discretion, judgment, or negotiation in replying to inquiries, and/or presenting or requesting information;
- Communicates and coordinates regularly with others to maximize the effectiveness and efficiency of interdepartmental operations and activities;
- Responsible for regular reporting to Finance Department for the City Manager’s Office Budget and expenses, and assists in budget preparation for the City Manager’s Office;
- Initiates and maintains a variety of filing systems relating to confidential and non-confidential material. Keeps files in a logical order and up-to-date so that material is readily retrievable; and,
- Develops and maintains a broad understanding of the varied functions and operations of the City and their relationship to overall programs and policies.
Applicant must be personable, organized and professional. Position requires a Bachelor's Degree and two (2) or more years of public sector experience, working with municipal management and/or elected officials and community groups. The ideal candidate should have previous experience and ability to transcribe meeting minutes.
Any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job, may be substituted for evaluation at the discretion of city management.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of, or ability to quickly obtain such knowledge of:
- The principles and practices of public administration and government organizations;
- City government operation, organizational structure, municipal management, elected officials, and their functions;
- Ordinances, codes, and policies governing City operations; and,
- General theories, principles, and techniques of both oral and written communication; and local/regional affairs and issues.
Skills & abilities required:
- Meet and deal tactfully and effectively with the public;
- Perform multiple duties simultaneously;
- Communicate effectively, both verbally and in writing;
- Establish and maintain effective working relationships;
- Work in a team environment under stressful conditions;
- Deal tactfully with people and resolve conflicts;
- Exercise resourcefulness in addressing problems;
- Form a high level of trust with members of the Council and management staff;
- Implement the City Manager and Elected Official’s goals and policies;
- Approach tasks and activities in a flexible manner;
- Work independently and perform tasks involving numerous details;
- Communicate orally with customers, clients, and the public in face-to-face, one-on-one settings, in group settings, and using a telephone;
- Produce written documents in the English language with clearly-organized thoughts and proper sentence construction, punctuation, and grammar;
- Quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology;
- Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
- Demonstrate integrity, ingenuity and inventiveness in the performance of assigned tasks;
- Operate a motor vehicle; and
- Operate a personal computer using program applications appropriate to assigned duties
The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties. Must be committed to a high standard of safety and be willing and able to comply with all safety laws, policies, and rules and to report and/or act on safety violations and potential safety violations to appropriate supervisory or management personnel. Must be available and willing to work on a full-time basis according to the assigned schedule and overtime (including daily, weekend, and holidays) as determined by management as necessary to meet division and department needs.
The employee will perform most duties in a typical office environment. The employee must occasionally lift and/or move up to approximately ten (10) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. No out of town travel required.