JOB DESCRIPTION

EXECUTIVE ASSISTANT

DESCRIPTION

An Executive Assistant to the Mayor is responsible for providing support to the Mayor and Mayor’s Chief of Staff. The Executive Assistant to the Mayor is characterized by responsibility for a variety of administrative activities to be met with minimal supervision. This position may also be responsible for supervising the work performed of office support staff. An employee in this class must be committed to teamwork, have a shared commitment to quality of everyday work and demonstrate the willingness to assume ownership in completion of tasks.

ESSENTIAL FUNCTIONS

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment of the position:

• Composes letters and memoranda in response to incoming mail or calls.
• Serves as liaison between the Mayor/Deputy Mayor and subordinates or others, exchanging information, transmitting directives, instructions and assignments; and following up on status of assignments.
• Researches, compiles, assimilates and prepares documents and briefs the Mayor/Deputy Mayor regarding contents.
• Reads and screens incoming correspondence and reports, making preliminary assessment of the importance of materials, organizing documents, handling some matters personally and forwarding appropriate materials to the Mayor/Deputy Mayor and staff.
• Updates Mayor/Deputy Mayor on status of issues before scheduled meetings.
• Prepares agendas and collects materials for meetings, speeches and conferences.
• Coordinates committees or task forces
• Manages all correspondence with constituents in a timely manner.
• Receives and greets guests to the administrative offices.
• Coordinates office management activities for the Mayor/Deputy Mayor as directed.
• Promotes and coordinates activities of assigned departments to meet and identify needs.
• Maintains the files of the former Law Department.
• Develops and maintains contracts with other governmental agencies and commissions to promote the interests of the City.
• Prepares necessary correspondence, records, reports, and promotional materials.
• Identifies and resolves problems in a timely manner.
• Uses reason when dealing with emotional topics.
• Maintains files in accordance with the record retention policy.
• Enters requisitions into the purchase order system.
• Monitors the expiration dates of members of board and commissions and advises the appropriate appointing authority of terms about to expire or expired.
• Supports the clerical needs of the Mayor.

QUALIFICATIONS

• Bachelor’s Degree and a minimum of three years of experience working for a local, state or federal government performing duties similar to those in which the employee will be assigned to perform for the City.
• In lieu of a bachelor’s degree, candidates for this position may have a high school diploma and a minimum of five years’ experience performing duties similar to those in which will be assigned to perform for the City.
• Advanced secretarial training and education, such as designation as a Certified Professional Secretary or a Certified Administrative Professional by the International Association of Administrative Professionals (IAAP) is highly desirable.
• Knowledge of business English, spelling, math, bookkeeping or accounting.
• Modern office practices, procedures and equipment.
• The principles, practices and methods of employee supervision, training and evaluation.
• Municipal organization and functions, budget principles and purchasing procedures.
• City rules, regulations, policies and procedures.
• PC software applications for word processing, spreadsheets, graphic presentations, database management, etc.
• Exercise independence, judgement, diplomacy and discretion when handling confidential, legal and sensitive matters.
• Communicate effectively with customers, clients and the public in person or by telephone.
• Respond appropriately to public inquiries and present a positive public image.
• Produce written documents with clearly organized thoughts using proper sentence structure, punctuation and grammar.
• Perform routine office management details without referral to supervisor as well as perform special projects as assigned.

The duties listed above are intended only as general illustrations of the various types of work that may be performed. Specific statements of duties not included does not exclude them from the position if the work is similar, related or a logical assignment to the position. Job descriptions are subject to change by the City as the needs of the City and requirements of the job change