Executive Assistant to Office of the Chief Executive

CITY OF NIAGARA FALLS

DEPARTMENT OF HUMAN RESOURCES

TITLE: Executive Assistant to Office of the Chief Executive

DEPARTMENT/DIVISION: Executive Office
SALARY: $ 45,908/Year

NUMBER OF VACANCIES: (1)

**Must be a resident of Niagara Falls, NY within 6 months of appointment**

DISTINGUISHING FEATURES OF THE CLASS: This is difficult administrative and public contact work performed as a confidential Executive Assistant for the Office of the Chief Executive, serving the Mayor and City Administrator. The work involves the responsibility for independently performing complex administrative operations, relieving a superior of administrative detail by arranging conferences, and furnishing important information to other City officials and the general public. Correspondence and releases of a routine and sometimes recurring nature are composed personally with correspondence being dictated only for unusual or difficult technical or legal situations. The work also involves drafting proclamations and constituent intake. Employees in this class work with a minimum of supervision from the Mayor receiving detailed instructions only upon work where policies have not been determined. Only unusually important or complicated assignments are checked in detail upon completion. Employees in this class may exercise general supervision over other assigned clerical staff. The Executive Assistant to the Office of the Chief Executive performs related work as required.

TYPICAL WORK ACTIVITIES:

Responsible for office detail by making appointments, receiving telephone calls and callers and referring them to the proper persons, answering requests for administrative information, and preparing office reports;

Establishes and implements office procedures and maintains efficient work flow;

Schedules and arranges meetings, conferences, appointments and travel arrangements;

Establishes and maintains confidential and general correspondence files;

Composes and drafts letters, reports, and memoranda for approval;

Acts as liaison regarding appointments and correspondence;

Transmits instructions to appropriate staff orally, in writing, or electronically, and follows up to see that instructions are followed and deadlines are met;

Keeps and maintains time records for various personnel reporting to the Mayor and prepares payroll;

Opens, reviews and distributes incoming mail.

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:

Thorough knowledge of modern office terminology, practices, procedures and equipment; thorough knowledge of business math and English; thorough knowledge of the principles and techniques of office management and clerical processing; familiarity with the organization and functions of City departments and agencies; ability to operate a personal computer and use common office software programs at an acceptable rate of accuracy and speed; ability to design and maintain filing systems; ability to handle routine administrative details independently, including the composition of important letters and memoranda; ability to understand and carry out complex oral and written directions; ability to communicate effectively both orally and in writing; ability to develop and maintain cooperative relationships with other city officials and the general public; ability to deal courteously with the public both in person and on the telephone and provide requested information, ability to refer visitors to appropriate staff after ascertaining their needs; notary public; physical condition commensurate with the demands of the position.

EXECUTIVE ASSISTANT TO THE OFFICE OF THE CHIEF EXECUTIVE (continued)

MINIMUM QUALIFICATIONS: EITHER

(A) Graduation from a regionally accredited or New York State registered two-year (2) college or university with an Associate’s degree in Business Administration, or related field and three (3) years of experience in a position involving administrative work;

OR

(B) Graduation from high school or possession of a high school equivalency diploma and five (5) years of experience as indicated in (A);

OR

(C) Any satisfactory equivalent combination of experience and training as indicated in (A) or (B).

Pay: $45,908.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Retirement plan

Work Location: In person