Executive Administrative Assistant

General Summary

Job description statements are intended to describe the general nature and level of work being performed by employees assigned to this job title. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required.

Under direct supervision, provides highly responsible administrative duties for the executive team by composing memorandums, letters and other documents, completing special projects as assigned, providing customer service support to internal and external customers, maintaining historical records and assisting with departmental budgetary responsibilities. This position does not provide supervision of other employees.

Minimum Education, Certification, And Experience Requirements

High School diploma or equivalent, and five years of progressively responsible administrative work in a municipal setting or legal administrative support setting.

A bachelor’s degree is highly desirable. A minimum of an associate’s degree will be required within 2 years of hire.

Other Requirements

• Valid Texas Class "C" driver's license.
• Must have and maintain a good driving record in accordance with the driving standards as established by the City of Royse City.
• Must be a certified Notary Public or have the ability to obtain within 6 months.
  
  

Essential Duties And Responsibilities

• Prepares and manages agendas for the Community Development Corporation. Publish and post official public meetings notices.
• Complies documents and supporting documentation and attend all public meetings and hearings of the Community Development Corporation.
• Keep the minutes of the proceedings of all public official meetings and hearings of the Community Development Corporation in a manner prescribed by the Community Development Corporation consistent with applicable law.
• Act as custodian of all official records of the Community Development Corporation.
• Responds to requests for information and assistance from Community Development Corporation, City Council, staff and citizens.
• Research past records as needed.
• Researches minutes for any information needed by the Community Development Corporation Board or City Staff Members.
• Acts as the Public Information Officer, compiles open records requests.
• Performs a wide variety of highly responsible and confidential administrative duties.
• Maintains information on operational and administrative projects as requested; tracks issues from conception to completion and informs the Executive Team of the findings.
• Assists with desk, telephone and overall administrative support for the Community Development Corporation
• Assists in maintaining calendars, prioritizing tasks, and preparing drafts of documents, as directed.
• Develop, in consultation with Executive Team, organizational and workflow systems.
• Assist executive team with project and issue management.
• Coordinates calendars, schedules appointments, sets up meetings, follows up with other staff upon request.
• Maintains citizen engagement through targeted communication and other forms of electronic outreach.
• Assists in organizational workflow document management.
• Assists in the preparation and coordination of agenda items, resolutions, and ordinances as needed.
• Attends meetings both during and after hours, assisting with meeting minutes, as assigned.
• Responsible for regular on-time attendance.
• May perform all other duties as assigned.
  
  

Skills, Knowledge, And Abilities

• Considerable knowledge of municipal law, open records law, records management law.
• Skills in record keeping, bookkeeping, and records management.
• Knowledge of legal practices, project management and citizen engagement.
• Extensive knowledge of standard office practices and procedures, knowledge of basic bookkeeping and office equipment; ability to operate standard word processing and spreadsheet software and records management software.
• Ability to operate office equipment including but not limited to P.C. computer, Mac, iPad, iPhone, copier, etc.
• Ability to prepare and present written reports and documents.
• Ability to work without supervision.
• Ability to establish and maintain effective working relationships with internal and external customers.
• Ability to prepare and present a variety of concise reports for oral and written presentations.
• Ability to listen well and communicate effectively, both orally and in writing with various target audiences.
• Ability to cultivate and work cooperatively with all stakeholders.
• Ability to maintain confidentiality.
• Skill in interpersonal relations and in dealing with the public.
• Skill in communicating clearly and concisely, both orally and in writing.
• Skill in prioritizing and organizing work and in setting up accessible files.
  
  

Physical Requirements/Work Environment

• Majority of work is performed in a climate-controlled office setting.
• May be subject to repetitive motion such as typing and vision to monitor.
• May be subject to occasional bending, reaching, kneeling and lifting such as retrieving or replacing files, documents and records.
• Must be able to lift and carry up to 35 pounds; sit for extended periods of time at computer or desk for periods up to eight hours.
  
  

The City of Royse City offers a comprehensive benefits package. View our benefits summary at https://www.roysecity.com/190/Employment-Opportunities