Executive Assistant to the City Manager

Description

***Application Deadline: October 14, 2026 OR CLOSES AFTER RECEIPT OF THE FIRST 150 APPLICATIONS***

Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.

DEFINITION:

Under general supervision, performs a wide variety of routine and complex office, clerical, and administrative support tasks and duties in support of the City Manager and City Council; assists the public by providing information personally or directing information requests according to established procedures; performs work on special programs and projects; sorts, logs, and maintains records and other documents; performs other related duties as required.

DISTINGUISHING CHARACTERISTICS:

The Executive Assistant to the City Manager is the full working level classification in which incumbents are expected to independently perform the full scope of assigned duties. Incumbents perform a full range of office and administrative support duties, including organization and coordination of workload, maintenance of a calendar, scheduling of appointments, and preparation of documents. This classification is distinguished from the next lower class of Administrative Secretary by the performance of sensitive and confidential duties related to the administrative support of the City Manager, Mayor, and City Council.

SUPERVISION RECEIVED/EXERCISED:

Receives general supervision from the City Manager. Incumbents in this class do not routinely exercise supervision.

Examples of Duties

ESSENTIAL FUNCTIONS: (include but are not limited to the following)

Performs a wide variety of sensitive and confidential routine and complex office, clerical, and administrative support tasks and duties in support of the City Manager and City Council; assists the public by providing information personally or directing information requests according to established procedures.

Coordinates film permits; coordinates and oversees a variety of special projects and programs as assigned by the City Manager; conducts research and provides recommendations regarding project activity.

Demonstrates an understanding of applicable policies, procedures, and work methods associated with assigned duties; responds to questions and concerns from the general public requiring in-depth knowledge of the City; provides information as appropriate; receives visitors and telephone calls, directing them to the appropriate information source; represents the City to all callers and visitors in a professional and customer friendly manner.

Uses computers to enter and prepare a variety of documents, including general correspondence, reports, memos, and fliers from rough drafts or verbal instructions; operates other automated office equipment; types drafts and a wide variety of finished documents.

Compiles and maintains records and prepares reports; maintains a variety of files; assists in the preparation of the budget by gathering information, preparing justifications, and researching the prior year’s sending; monitors accounts; performs account analysis.

Sorts, files, prepares, maintains, and processes time sheets, personnel forms, purchasing forms, and claim forms.

Schedules meetings and appointments; maintains a calendar for meetings and other events; arranges travel to meetings and conferences.

Attends Department Head meetings.

Establishes positive working relationships with representatives of community organizations, State/local agencies, City management and staff, and the public.

OTHER DUTIES: (include but are not limited to the following)

Assists in the preparation of Council agenda packets; purchases goods and office supplies.

Provides back-up support to the Secretary to the Assistant City Manager.

May be exposed to confidential and privileged information during the course of duties, which should be maintained as such.

Performs other related duties as required.

PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS:

Position requires prolonge…