Executive Assistant to the City Manager

Summary **THIS RECRUITMENT MAY CLOSE BEFORE THE DEADLINE LISTED ABOVE OR UPON RECEIPT OF THE FIRST 100 APPLICATIONS, WHICH EVER COMES FIRST.** DEFINITION Under direction, performs a broad range of highly responsible, complex, and confidential office administrative support duties for the City Manager and Assistant City Manager; manages the office administrative functions of the City Manager’s Office; acts as the first point of contact for the City Manager and provides information to the public and staff requiring considerable knowledge of City and department services, policies, and procedures; provides administrative support in the development of the budget; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED Receives direction from the City Manager. Exercises technical and functional direction over and provides training to lower-level staff.

CLASS CHARACTERISTICS This classification is responsible for performing highly responsible and complex administrative support to the City Manager and Assistant City Manager. Incumbents perform a variety of administrative and project coordination support work for the City Manager and associated staff. The work requires extensive public contact, the frequent use of tact, discretion, and independent judgment, knowledge of City activities, and the ability to conduct independent projects.

Essential Functions / Knowledge, Skills, & Abilities EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only) Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Serves as primary contact and liaison for the City Manager’s Office with other City staff, the general public, and outside agencies and organizations; represents the department to public and private groups, organizations, and other City groups; answers questions and provides information to City staff and the public regarding City procedures and policies.
• Oversees administrative operations of the Office of the City Manager; directs, coordinates, and reviews the work plan for assigned services and programs; assigns work activities, projects, and programs; recommends improvements in workflow, procedures, and use of equipment and forms; implements improvements as approved.
• Oversees and reviews the work of office staff responsible for providing clerical tasks in support of the department; provides training as necessary; provides information on office procedures; and reviews and monitors work assignments to ensure quality and completion according to established timelines.
• Maintains calendar of activities, meetings, and various events for the City Manager; coordinates travel arrangements; schedules use of conference rooms; coordinates meetings and conferences with public officials.
• Answers incoming telephone calls and e-mails from elected officials, City staff, and members of the community; provides information and answers questions; addresses resident issues and concerns; refers issues to the appropriate staff or department; follows up on sensitive customer complaints and inquiries.
• Composes, types, formats, and proofreads a variety of documents and correspondence including presentations, letters, emails, memoranda, budget reports, spreadsheets, and related business documentation; checks drafts for punctuation, spelling, and grammar, and suggests corrections; independently responds to letters and general correspondence of a routine nature.
• Reviews timekeeping and other personnel related information for accuracy and completeness.
• Provides support in the preparation and administration of the department budget; processes invoices and monitors expenditures including creating, reviewing, and processing purchase requisitions and purchase orders; monitors approved budget accounts; recommends modifications or adjustments as appropriate.
• Organizes, archives, copies, maintains, and retrieves records, documents, reports, and files.
• Collects and maintains inventory of office equipment and supplies; arranges for the repair and maintenance of office equipment.
• Observes and complies with City and mandated safety rules, regulations and protocols.
• Performs other duties as assigned.

Qualifications Knowledge of:

• Principles of providing functional direction and training.
• Business and admi…