Executive Assistant - Information Technology

Summary

This position coordinates office operations and provides complex and confidential administrative support for the Information Technology Department including scheduling calendars, conducting research, tracking and following up on projects, reviewing mail, organizing, coordinating and preparing for public and staff meetings, and drafting correspondence; resolves complaints and issues.

• Coordinate daily activities, projects, and programs of the department; resolve problems in non-routine situations; interpret and explain departmental and City policies; and oversee preparation of departmental documentation.
• Handle and/or screen supervisor's correspondence, e-mails, and calls; schedule supervisor's calendar, organize meetings, track projects, correspondence, or complaints.
• Provide administrative support to senior staff including handling correspondence, scheduling of calendars, organizing meetings, and tracking assigned projects.
• Conduct research activities and projects as assigned.
• Communicate with other City officials and department heads as requested by supervisor.
• Coordinate and approve payroll, purchase orders, and other items specifically delegated by supervisor.
• Prepare for public meetings including compiling agendas, information packets, backup materials, and posting of meeting notices; take minutes and prepare official copies of public meeting minutes.
• Coordinate activities with other City departments, including projects and special events.
• Maintain department records, including files and databases.
• Assist with policy and procedure, budget, grant and contract development and maintenance.
• Plan and coordinate departmental projects and special events.
• Serve as department contact for service, regardless of assigned application system(s) issues. Work towards maintaining awareness of new technologies and advances in the profession; read professional literature; attend workshops and training sessions as appropriate.
• Suggest and maintain departmental standards, procedures, and documentation.
• Is knowledgeable of, understands, and practices the philosophies of the IT Operations Guide, IT Security Policy, and direction of the Department of Information Technology.
• Comply with all written City policies and procedures.
• Adhere to assigned work schedule as outlined in City and department attendance policies and procedures.

• Knowledge of business administration and advanced secretarial practices and procedures.
• Knowledge of public relations and customer service practices and procedures.
• Knowledge of computers and related equipment, hardware and software applicable to area of assignment.
• Knowledge of research, analysis, interpretation and report development of complex administrative issues including legal, financial and survey data.
• Knowledge of City management policies and procedures.
• Skill in preparing, editing, and developing responses to politically sensitive or confidential correspondence.
• Skill in prioritizing, tracking, and managing multiple projects, assignments and duties.
• Skill in resolving customer complaints and concerns.
• The ability to work in a team environment; contribute as a team member and treat co-workers, subordinates and customers with respect.
• Build professional relationships with internal staff and customers.
• Offer flexibility and adaptability, especially during times of change.
• Communicate effectively both orally and in writing.

High school diploma or GED; supplemented by college level course work or vocational training in business administration, office administration, bookkeeping, and personal computer operations; supplemented by three (3) years previous experience and/or training involving office management, office administration, secretarial work, accounting/bookkeeping, budget administration, record/file management, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Any work related experience resulting in acceptable proficiency levels in the above Minimum Qualifications is an acceptable substitute for the above specified education and experience requirements.

Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (25 pounds). Tasks may involve extended periods of time at a keyboard or work station. Some tasks require visual and sound perception and discrimination and oral communications ability.

Essential functions are regularly performed without exposure to adverse environmental conditions.

The above statements describe the general nature and level of work being performed as of the date of preparation and approval. They are not to be construed as an exhaustive list…