EXECUTIVE ASSISTANT

JOB SUMMARY

Under administrative direction, performs a variety of highly responsible and confidential administrative, secretarial, and executive support duties for the City Manager’s Office; to relieve staff of clerical and administrative tasks and to complete other work as assigned. The primary responsibility is to manage the administrative work of the City Manager’s Office and to ensure efficient service for the Office of the City Manager, City Council, and the public. Responsibilities require tact, discretion, diplomacy, initiative and independent judgment, as well as a working knowledge of City activities and a strong ability to implement City administrative policies and procedures. This class is distinguished from other office administrative classes in that the nature, scope, and diversity of responsibilities require a broader understanding of all City functions and their interdependence and the competence to perform duties that require the exercise of discretion with respect to matters of significance.

PRINCIPAL DUTIES AND RESPONSIBLITIES

1. Organizes and maintains calendar for City Manager’s Office; arranges meetings, travel and conferences for City Manager’s Officer and staff and for members of the City Council for City business; coordinates expense reimbursements.
2. Monitors and tracks the status of special projects, priorities, and Council inquiries.
3. Assists in a variety of City Manager’s Office operations; performs special projects and assignments as requested; maintains confidentiality of highly sensitive information.
4. Responds to public inquiries, complaints and requests. Logs them as appropriate. Provides information to the public regarding City services such as street maintenance, water quality, trash collection, public meetings, and other matters. May assist with press releases as required. 
5. Schedules committee and staff meetings and appointments; assists in coordinating workshops, professional conferences, special meetings and events and assists in preparing meeting location and coordinating any set-up.
6. Composes and drafts memoranda, correspondence, and other documents and reports, often of a highly sensitive and confidential nature; ensures materials and reports for signature are accurate and complete; proofreads and checks typed and other printed materials before distribution for accuracy, completeness and compliance with City standards, policies and procedures.
7. Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and use of sound, independent judgment; responds to requests for information and complaints, refers matters to appropriate City staff and/or takes or recommends action to resolve the request or complaint.
8. Screens and directs incoming mail and e-mail communications; exercises sound judgement in determining the priority level and routes incoming correspondence accordingly.  Reports, requests and instructions; handles or refers matters as directed; acts as a liaison in coordinating matters between the City Manager’s Office and other department heads and managers; refers or recommends referral of matters to appropriate departments and staff for follow-up action and report; periodically reviews outstanding items in the system for needed action and follow through or closure.
9. Researches and assembles information from a variety of sources for the preparation of records and reports; conducts special studies and provides information to the City Manager or other department heads as directed on various projects within the City. 
10. Prioritize work load effectively; relay instruction, information, and decisions from City Administration as directed.
11. Perform executive administrative assistant functions; serve as the primary receptionist for phone calls and visitors in the City Manager’s Office.
12. Reconcile purchasing expenses for City Administration.
13. Pay bills for expenditures, type forms, charts, statements, and various legal documents as requested.
14. Make effective decisions without constant supervision.
15. Initiate and maintain a variety of files and records for information related to City Council and City Administration.
16. Learns the rules, regulations, standards, policies and procedures for a wide variety of municipal activities.
17. Serve as the departmental web contact and assists with updating website and web pages.                                                                                                                                            
18. Supports the relationship between the City of Commerce and the general public by demonstrating courteous and cooperative behavior when interacting with other city staff, citizens of Commerce, and visitors.  Maintains confidentiality of work-related issues and City information, consistent with City employee ethics training.                               
19. This position may be required to respond afterhours, including holidays and weekends, in the event of a city or Department emergency.                                                                    
20. Performs other related duties as required or assigned.                                                    

SPECIAL REQUIREMENT

• Must have a valid driver license or the ability to obtain one by date of hire.  Driving is an essential function of the job.  The suspension or revocation of a driver license during employment may result in termination of employment.
• Factors such as regular attendance at the job are not listed under essential duties but can be a critical function to operations of the City’s Administrative Department.  Consistent, unplanned and unexcused absences which are not covered by employee’s available leave bank may result in termination of employment. 

DESIRED MINIMUM QUALIFICATIONS

Education and Experience:

• High School diploma or equivalent;
• Four (4) years related office and/or project lead experience preferred.

Necessary Knowledge, Skills and Abilities:

• Must represent the City of Commerce’s culture of superior customer service
• Ability to perform tasks under pressure with short deadlines.
• Ability to establish and maintain good relationships with supervisors and other personnel
• Self-motivated
• Demonstrate a willingness to perform duties in a team environment but also have the ability to work independently with little supervision.
• Skilled in coordinating and managing multiple projects and/or assignments in a high stress environment.
• Needs to have comprehensive knowledge of office administration principles and good practices.
• Judgment is required both in interpreting established policies, goals, and objectives, and in applying concepts, plans, and strategies to develop new and more efficient ideas or methods from traditional methods and practices.
• Must possess strong organizational skills.
• Modern technical and clerical practices, methods, and procedures preferred, including the use of standard office and computer equipment.                
• Computer applications related to the work including word processing, databases and spreadsheets.
• Establishing and maintaining cooperative working relationships with co-workers and the public;
• Using a computer and some specialized software applications;
• Familiarity with City policies and procedures;

• Ability to exercise sound judgment in evaluating situations and in making decisions;
• Ability to communicate effectively verbally and in writing; the ability to understand and carry out written and oral instructions.

Preferred Abilities:

• Knowledge and skill in the use of a computer including Microsoft Office Suite: Word, Excel, PowerPoint, and other office-oriented software.
• Use of tact and diplomacy with public and maintain effective working relationships with co-workers.
• Skill in effective oral and written communications.
• Skilled in the use of a variety of machines, including, but not limited to, personal computers, telephone, calculators, facsimile machine and copiers.
• Perform the full range of office and administrative support duties and tasks.
• Respond to and effectively prioritize multiple phone calls, walk-up traffic, and other requests and interruptions.
• Compose correspondence and reports independently or from brief instructions.
• Establish, maintain, and research files; utilize and maintain a variety of filing, record keeping, and tracking systems.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Make accurate, simple arithmetic, financial, and statistical computations as assigned.
• Make sound, independent decisions within established policy and procedural guidelines.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Comprehend and use English effectively including producing all forms of communication in a clear, concise, and understandable manner to intended audiences.

TOOLS AND EQUIPMENT USED

Personal computer, including word processing software, spreadsheets, and databases; Motor vehicle; calculator; phone; copy and fax machines

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing and walking in work areas is frequently required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

WORK ENVIRONMENT

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

COMPENSATION AND BENEFITS

A copy of the City’s Step & Grade/Pay plan regarding compensation can be found online at: https://commercetx.org/open-data/#146-personnel

The City of Commerce offers a competitive benefits package including a contributory retirement plan, medical, dental and vision insurance for City employees paid for 100% by the employer, life and disability insurance, and paid time off.

SELECTION GUIDELINES

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required; drug screen; final selection and pre-employment medical examination.  NOTE:  Appointees will be subject to completion of a standard probationary period which will last for six (6) months.  Appointees have access to paid, vacation time following the completion of their probationary period. Appointees have access to health, vision and dental insurance benefits on the first of the month following the first full month of employment. 

The duties listed above 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 to the position.

The City of Commerce is an “at will” employer.  The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

The City of Commerce is an Equal Opportunity Employer and is committed to providing fair and equal treatment of all applicants for employment without regard to age, race, gender, ethnicity, religion, national origin, disability, sexual orientation or gender identity.  We value diversity and are committed to creating an inclusive environment for all employees.   

By submitting this application, applicant certifies that he or she has been provided a copy of this job description.