EXECUTIVE ASSISTANT

JOB SUMMARY

Under administrative direction of the City Manager, performs a variety of highly responsible, confidential and complex administrative, secretarial, and executive support duties for the City Manager’s Office; to relieve staff of clerical and administrative tasks and to do other work as required. 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 knowledge of City activities and a strong ability to implement City 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

PRINCIPAL DUTIES AND RESPONSIBLITIES

1. Organizes and maintains calendar for City Manager’s Office; arranges meetings, travel and conferences for City Manager 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 in database as appropriate. Provides information to the public regarding City services such as street maintenance, water quality, trash collection, public meetings, and other matters.
5. Schedules committee and staff meetings and appointments; assists in coordinating workshops, professional conferences, and special events and prepares meeting location.
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 materials 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 email communications; determines the priority level and routes incoming correspondence, 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 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 head.
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 card expenses for City Administration.
13. Pay bills for expenditures, type forms, charts, statements, and various legal documents as required.
14. Make effective decisions without constant supervision.
15. Initiate and maintain a variety of files and records for information related to 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 update web pages.
18. Keep City Manager informed of current issues and or developments that may occur within the organization.
19. Promote a team mentality.
20. Performs other related duties as required.

DESIRED MINIMUM QUALIFICATIONS

Education and Experience:

• High School diploma or equivalent;
• College degree from accredited university, trade school, or related technical institute preferred;
• 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 servant leadership and excellent 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 have the ability to work individually.
• Skills coordinating and managing multiple projects and/or assignments in a high stress environment.
• Needs to have comprehensive knowledge of office administration principles and practices.
• Judgment is required both in interpreting established policies, goals, and objectives, and in applying concepts, plans, and strategies that may deviate from traditional methods and practices.
• Must possess strong organizational skills and be entrepreneurial energetic, and imaginative.
• Modern technical, paraprofessional and clerical practices, methods, and procedures, including the use of standard office and computer equipment.
• Computer applications related to the work including word processing, databases and spreadsheets.

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 prioritizing 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 arithmetic, financial, and statistical computations.
• 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.
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

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.

SELECTION GUIDELINES

Formal application; rating of education and experience; oral interview and reference check; job related tests may be required. Safety-sensitive positions will require completion of a drug screen. Appointees will be subject to completion of a standard probationary period.

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 the employee and is subject to change by the employer as the needs of the employer and the requirements of the job change.