DWM Executive Assistant ; OCCBS

General Description and Classification Standards:

This class coordinates complex administrative services within an assigned department. Performs and oversees technical and office administrative duties in support of the assigned Department Head. Serves as a liaison between an assigned department and other administrative and support departments, oversees support operations of large complex and or diverse city departments. May supervise clerical and other support staff; may be in charge of a specific area of assignment as directed by the Department Head.

This is an experienced skilled position that routinely works with the most challenging assignments; serves as a specialized subject matter expert in one or more specific areas; and guides the work of others.

Work methods and assignment results are typically reviewed by a more experienced professional or a manager prior to final action.

These are typical responsibilities for this position and should not be construed as exclusive or all inclusive.

• Performs a wide variety of executive secretarial and administrative duties as required by daily operations within the assigned department.
• Coordinates office activities and schedules; develops and recommends office policies, procedures and systems; ensures smooth office operations.
• Assists in preparing speeches and news releases.
• Researches and analyzes routine administrative projects for the Department Head.
• Receives and screens all communications to the Department Head including telephone calls and email messages; provides assistance using independent judgment to determine messages that require priority attention; prioritizes and facilitates communication.
• Prepares and reviews written communications and reports; drafts correspondence, schedules, memos, spreadsheets, and other documents from notes, dictation, and other sources.
• Independently responds to letters and general correspondence of a routine nature. Proofreads and edits documents for accuracy and format; distributes documents as instructed.
• Serves as a liaison for the assigned department and other City Departments, divisions, and outside agencies; negotiates and resolves significant issues.
• Serves as a departmental representative on special projects, committees, and tasks forces as assigned.
• Makes travel arrangements for assigned Department Head; maintains appointment schedules and calendars; arranges meetings and conferences.
• Provides follow up to assignments given to members of the management team by the Department Head and provides status reports.
• Participates and assists in the development and administration of assigned department budget; performs related duties and fulfills responsibilities as required.
• Responds to Open Records Requests as necessary.
• Selects from multiple procedures and methods to accomplish tasks; applies organizational policies.
• Provides guidance and training as required to lower level, interns, temporary employees, etc.
• May perform other duties as assigned.

The above statements reflect the general duties, responsibilities and competencies considered necessary to perform the essential duties and responsibilities of the job and should not be considered as a detailed description of all the work requirements of the position. COA may change the specific job duties with or without prior notice based on the needs of the organization.

This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully, it is not an exhaustive list.

• Knowledge and skills in the use of computers.
• Knowledge of management and administrative practices, policies, and procedures as necessary in the completion of daily responsibilities.
• Knowledge of all applicable laws, ordinances, policies, standards, and regulations pertaining to the specific duties and responsibilities of the job.
• Good organizational, management, human relations, and technical skills.
• Skill in communicating and interacting with subordinates, elected officials, management, employees, members of the general public, and any other groups involved in the activities of the City.
• Ab…