Executive Assistant - City Manager's Office

The City of Bend City Manager's Office is currently accepting applications for one (1) regular, full-time Executive Assistant position. This is a non-represented and FLSA non-exempt (overtime eligible) position.

An eligibility list will be created from this recruitment to be utilized for future similar positions at various levels and departments. The eligibility list will be valid for up to six (6) months.

To be considered for this position, applicants must have a complete application that includes all of the following items:

• The online application via NeoGov (access also available on City of Bend website under Human Resources/Job Openings)
• Attached formal Cover Letter (required)
• Attached formal Resume (required)
• Attached valid Credentials, Certifications and Licensing (if applicable)

Applicants must provide certification that they are a veteran or disabled veteran to receive veteran's preference. For more information click here. 

Applications received by Monday, July 15, 2024 at 12:00 pm (noon) Pacific Time will be given preference for initial review, but the position will remain open until filled.        

Position Overview

Reporting to the Central Services Manager, the Executive Assistant supports a variety of administrative functions in the City Manager's Office, providing difficult to complex administrative support to the City Manager which includes maintaining high levels of discretion, sensitivity and thoughtful interaction. This position interacts with executive-level staff regularly, providing calendar and meeting support and assisting with drafting and proofing documents. As part of the Central Services Support team, this position is a resource for many Central Services departments and divisions for a variety of administrative functions. A large portion of this administrative support is related to HR liaison duties, managing Central Services departments' recruitments and personnel actions, as well as providing timecard training and auditing support. This position also provides crucial customer service to the public for the City Manager's Office, often being the first contact for community members with general questions about the City of Bend operations and programs. Additionally, this position will be responsible for several office-management related duties.Essential Functions Include:

The information provided below encompasses the essential functions and capabilities linked with this position.

Duties and Responsibilities

The individual in this position is expected to engage in the following work-related activities.

• Manages Executive schedule and monitors communications, alerting Executive to time sensitive or critical issues, and responding to inquiries.

• Maintains high-level contact with others across the organization with others in key positions. Contact usually involves several areas within the organization and/or with community, government, business leaders, media, and dignitaries. Typically handles highly sensitive and/or confidential information. Solves problems through discussion, negotiation or persuasion; issues may have substantial impact on the organization or be controversial, which requires high level of tact and sensitivity.

• Liaison between Executives and all others, both internal and external to the organization; represent Executives at meetings.

• Provides HR Liaison support at the direction of the Central Services Manager. This includes managing Central Services recruitments as assigned and completing HR administrative tasks while maintaining confidentiality.

• Assists with and maintains confidentiality related to collective bargaining and employee performance issues.

• Provides timecard training and auditing support at the direction of the Central Services Manager. This includes auditing Central Services timecards as assigned and ensuring timecards are complete and accurate for processing each pay period.

• Prepares routine and complex documents, such as correspondence, technical and confidential documents, financial documents, reports, contracts, presentations, and policies and procedures proofreading for format, spelling, grammar, typos and content clarity.

• Performs office support duties, such as answering phone calls to provide information and connect callers to the appropriate resources; greeting visitors to the City Manager's Office; scanning, collating and binding documents; sending, receiving and sorting mail and packages.

• Develops and/or enters and maintains information in database and tracking systems.

• Processes paperwork in accordance with established policies and procedures, including preparing and submitting purchase orders, requisitions and routine procurement documents and invoices.

• Coordinate events and meetings, including location arrangement, preparation of materials, catering, scheduling, meeting minutes and travel arrangements.

• May monitor budget or assist with budget development; tracks and monitors expenditures for an organizational level. Has no decision making or spending authority. Some budgetary proficiency required to advise on revenues, expenses, and budgetary status and processes.

• May research and analyze an assigned topic and prepare related reports.

• May maintain department website and/or manage small administrative programs.

• Complies with safety requirements of the position and actively promotes safe work practices.

• In an emergency event or an officially declared State of Emergency, responds as directed to ensure the restoration of essential public services, facilities and infrastructure.

• Other related duties as assigned.

Skill Profile

The individual in this position is expected to possess and exhibit the following knowledge, skills, and abilities.

• Maintain working knowledge of effective administrative techniques, including handling confidential information, and internal policies and procedures.

• Maintain budgetary proficiency to advise on revenues, expenses, and budgetary status and processes.

• Effectively compose accurate and grammatically correct reports, presentations, and business correspondence appropriate for the intended audience.

• Communication, interpersonal skills as applied to interaction with coworkers, supervisors, the general public and other stakeholders sufficient to exchange or convey information to provide and receive work direction.

• Prepare, read, analyze and interpret policy documents as well as complex financial reports and statements supported by statistical data and other documentation.

• Manage a high volume of tasks at one time, including organizing and prioritizing own work and the work of others.

• Work independently with minimum direction while also working as part of a team and collaborating with others.

• Demonstrate a high attention to detail.

• Maintain advanced working knowledge of software programs such as Microsoft Office including Word, Outlook, Excel and PowerPoint and other interactive computer programs as well as cooperating common office equipment.

Ability Requirements

The following capabilities are required to perform the essential functions of this position.

• Effectively communicate with others verbally and in writing, including by phone, e-mail, or in person.

• Understand, remember, communicate and apply complex oral and/or written instructions and factual information.

• Remain in a stationary position (sitting or standing) for extended periods of time, occasionally stand, walk, stoop or kneel for extended periods of time.

• Exert up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, to lift, carry, push, pull or otherwise move objects.

• Maintain sustained concentration on computer screens and use keyboards and a variety of peripherals.

• Work is generally performed in an office setting with travel required to off-site locations.

Education, Experience, Certifications and/or Licenses

The following are the minimum qualifications for this position.

• High School Diploma or General Equivalency Diploma (GED) or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities as outlined in this job description.

• 4 to 5 years' experience in a similar position and/or performing similar tasks.

• Oregon Public Notary Designation within 30 days of hire.

• Current and valid Driver's license per City policies outlined in the Employee Handbook.

Classification Framework: EXECUTIVE ASSISTANT

To view the full Classification framework, click here