Executive Assistant

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The Executive Assistant independently and routinely performs complex and advanced administrative and secretarial duties, typically supporting a City Department Head and relating directly to major departmental functions with limited instruction. The position performs or leads a variety of projects as assigned, researches solutions independently to special issues or problems, manages the daily administrative operations of a departmental office, and supervises clerical support staff.

Job tasks include the use of a variety of computer operations and specialized software to complete daily assignments, perform data entry and data analysis, utilize desktop publishing, prepare for meetings and presentations, and maintain accurate and complete records. The work may be highly specialized and absolute confidentiality is essential.

The role involves advanced secretarial duties and supervision, coordination and management of departmental administrative functions and daily workflow, delegation of work, preparation of the work schedule, processing leave requests, responding to inquiries or unusual situations, evaluating staff performance and preparing performance evaluations.

The position requires working within a political arena, handling sensitive information, maintaining confidentiality, and establishing cooperative relationships with elected officials, businesses, other City employees, other organizations, the public and news media, ensuring appointments are made and kept amid constant interruptions and schedule changes. It demands in-depth organizational knowledge to manage multiple projects and interpret, apply and implement policies and procedures to accomplish the mission of the organization.

The job is performed with considerable latitude for independent judgement and initiative, requires a high level of professionalism, and acknowledges potential loss of trust from the community. The Executive Assistant must maintain collaborative relationships with elected and appointed officials, other City employees, other organizations, and the general public.

The role differs from the Management Assistant classification in level and scope of responsibility, diversity of duties, supervisory responsibility and advanced secretarial support to a City Department Head.

The Executive Assistant works in a general office environment where noise is moderate.

• Provides technical administrative support to a Department Head, including developing, formatting and typing executive, sensitive, confidential, and official documents.
• Audits processes and recommends department operating policy changes and works with manager to implement them.
• Prepares and monitors the department budget, completes forecasting for budget planning, and may develop financial procedures. Manages and administers the department's administrative functions and staff.
• Performs special projects as assigned, coordinates related work, and prepares reports.
• Answers inquiries and provides information to the public, other City departments, businesses and private individuals, and prepares and presents reports and information to the public.
• Performs other duties as assigned; nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this position at any time.
• Performs all work duties and activities in accordance with City policies, procedures, and safety practices.

• Bachelor’s Degree in Political Science or Business Administration; or
• Ten (10) years related experience in a governmental environment with at least two (2) years experience in supervision.
• Preferred: two (2) years experience with special project assignments.

An equivalent combination of education and experience that provides the Required Skills, Knowledge, and Abilities to successfully perform the essential functions of the position may be considered.

The requirements listed below are representative of the minimum knowledge, skill, and/or ability required for an…