Executive Assistant To The City Manager

Job Status:

Open - open and accepting applications

Job Reference Number:

10252021

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Executive Assistant to the City Manager

Reports to: City Manager

Department: City Manager's Office

Salary: DOQ

Job Summary:

• This is a Full-Time position working under the direction of the City Manager.

• This position performs a variety of highly responsible and complex secretarial and administrative duties for the members of the city executive team, and to coordinate assigned activities with city departments, outside agencies, and groups and individuals.

• Standardized guidelines are available but are not completely applicable to the work and may not always specify the correct course of action. The employee must use some judgment in interpreting or adapting the guidelines to specific work situations and in determining the applicable guidelines.

• This position is responsible for varied work involving the performance of delegated administrative details.

• Work involves responsibility for providing secretarial and administrative services to the City Manager and other executive staff as directed. Work requires the exercise of considerable initiative, independent judgment, and discretion in answering calls, visitors; answering and responding to requests for information; and general public relations activities. Work is performed under minimum supervision within established policies, procedures, and regulations, and is reviewed for the achievement of desired results.

Typical Duties: Duties may include but are not limited to, the following:

• Screen calls, visitors and mail. Respond to requests for information and assistance from employees, citizens, and others as directed.

• Greet customers while providing professional customer service.

• Receive and open all mail directed to the City Manager and process outgoing mail.

• Compose, type, and edit a variety of correspondence including reports, letters, and memoranda.

• Assist in the development of notices, flyers, invitations, programs, brochures, press releases, speeches, and other informational material, including City Manager's Council Update.

• Maintain appointment schedule and arrange meetings, conferences and civic functions for City Manager, City Secretary and other executive staff. Coordinate activities with other city departments, the public, and outside agencies.

• Initiate and maintain a variety of files and records for information related to the city Manager's office. Maintain manuals and update resource materials.

• Coordinate City Manager, City Secretary, and other executive staff travel arrangements, prepare itineraries, and process requisitions for advance travel pay and reimbursements.

• Research, compile and analyze data for special projects and various reports.

• Assist City Manager and City Secretary with preparation of departmental annual operating budget.

• Prepare purchase orders, invoices, and check requests as required for City Manager and City Secretary.

• Order and maintain office supplies, stationery, business cards and supplies for administrative office staff as required.

• Schedule usage of conference room and training room at City Hall.

• Provide help with municipal elections as needed.

• Notarize City documents and items provided by the public when appropriate.

• Attend training that is beneficial to the city and/or department.

• Perform other duties as required.

Knowledge of:

• The organization and operation of the city and outside agencies as necessary to assume assigned responsibilities.

• Business letter writing and basic report preparation.

• Principles and procedures of basic record keeping.

• Operation of personal computer, printers, typewriter, fax machine, copier, adding machine and general office equipment.

• Office procedures and office management methods.

Ability to:

• Communicate clearly and concisely, both orally and in writing.

• Perform responsible and high-level secretarial work involving the use of independent judgment and personal initiative.

• Deal with stress from all aspects of the job.

• Exercise tact and diplomacy in dealing with the public and exercise discretion in all communications, ensuring confidentiality of information exchanged.

• Read and understand City ordinances and policies of county, state and federal laws, regulations and rules.

• Meet the requirements for personal bonding and certification as a Notary Public.

• Work withal members of the community to resolve issues.

• Establish and maintain effective working relationships with those contacted in the course of work.

• Get along well with others.

• Be punctual and regular in attendance.

Minimum Qualifications:

• Must be a United States Citizen or eligible to work in the United States.

• Must have a valid Texas driver's license and have and maintain a satisfactory driving record.

• Degree from a high school or equivalent, College degree preferred.

• Three years of previous experience as an administrative assistant

• Ability to communicate (read, write, and speak) effectively in the English language.

• Working knowledge of the operation of personal computers, word processing software, peripheral office equipment such as printers, scanners, faxes, copiers, calculators and other office equipment.

Work Environment:

Majority of work is performed in an office setting and may be subject to ordinary risks typically found in an office environment.

Physical Requirements:

This position requires the ability to stand or sit for extended periods of time in the day-to-day functions of the position. The position may also require repetitive hand movement from time to time and fine coordination in typing documents using a computer. Must be able to lift, drag, hold, pull, push and carry objects weighing up to 30 lbs. (such as file storage boxes), assisting other employees in the office, and moving or removing stored records. Position also requires the ability to communicate effectively, courteously, and clearly in English, verbally and in writing with staff, and possibly the public on occasion.

NOTE: The above statements are intended to describe the general nature and level of work being performed by the person assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, skills, and physical demand required.

"AS AN EQUAL OPPORTUNITY EMPLOYER, THE CITY OF STEPHENVILLE CONSIDERS ONLY QUALIFIED APPLICANTS WITHOUT REGARD TO COLOR, AGE, RACE, ETHNICITY, SEXUAL ORIENTATION, GENDER IDENTITY, GENDER EXPRESSION, DISABILITY, NATIONAL ORIGIN, VETERAN OR MARITAL STATUS."