Executive Administrative Assistant

Distinguishing Features of the Class

Performs a variety of general office clerical and confidential administrative support duties for a Department Head within a municipal Department; performs directly related work as required.

The principal function of an employee in this class is to provide clerical support to a Department Head in addition to customer service to the public. The work is performed under the direct supervision of the director, but considerable leeway is granted for the exercise of independent judgement and initiative. This class is distinguished from the class of Division Administrative Assistant by the performance of confidential secretarial duties for a Department Head. The nature of the work performed requires that an employee in this class establishes and maintains effective working relationships with other City employees, business and community organizations and the public. The principal duties of this class are performed in a general office environment.

Acceptable Experience and Training

• Graduation from High School or possession of a GED; and
• Extensive experience in general office operations; or
• Any equivalent combination of experience and training which provides the knowledge, skills and abilities necessary to perform the work.

Required Special Qualifications

• Candidates for positions in this class must pass a post-employment offer background check, physical examination and drug screen.
• A minimum typing speed of 40 wpm (see "Performance Examination" within the Selection Method).

• Net number of words typed (Speed).
• Show that you completed a Five-minute timed test.
• Your name (on the site you are able to “Personalize Results”. Please type in your first and last name as it appears on your application) and the date the exam was completed.
  • Name and date must be shown on the printed results from the testing website not handwritten or added by someone. Again, you can “Personalize Results” on the site.
• Witness signature, witness printed name, and valid email address for the witness. Witness must be age 18 years or older.
  • If you do not have printing capabilities, please email your results to humanresources@dmgov.org and your witness. Your witness may then "Reply All" to the email stating their name and that they witnessed you completing the online typing test on the specified date. It is your responsibility to make sure your witness responds by the exam deadline.
• You must submit exam results to the City of Des Moines Human Resources Department via email (humanresources@dmgov.org) by 4:00 pm CT on Friday, May 15, 2026. Passing score is 40 net words per minute (Speed).
  
  IN LIEU OF THE PERFORMANCE EXAM: Applicants must currently hold a City of Des Moines Civil Service position requiring a typing speed of 40 WPM or higher OR have previously taken the online timed typing test resulting in a score of 40 NWPM or higher within 1 YEAR of the application deadline. The applicant is required to contact the City's Human Resources Department at (515) 283-4213 or by email at humanresources@dmgov.org to attach a previously submitted typing test to their current application by the application deadline.

Examples of Essential Work (Illustrative Only)

• Performs confidential secretarial duties for a Department Head, including assuming direction or oversight over other Department personnel in distributing directives and monitoring programmatic activities;
• Schedules appointments for the Department Head and maintains appointment schedule;
• Organizes meetings and conferences;
• Prepares correspondences, reports, lists and other documents as instructed and requested by designated office personnel;
• Interprets and applies Departmental or office rules, policies and regulations in accordance with prescribed procedures and guidelines;
• Transcribes or prepares letters, minutes, reports, statements, grant applications, specifications, contracts, memoranda, notices, resolutions, budgets, financial and statistical tables, requisitions and other related materials, including confidential correspondences and reports and performs shorthand as required;
• Composes correspondence for designated office personnel as requested;
• Collects information used in budget compilation;
• Prepares special reports as requested;
• Copies, packages and distributes a variety of written materials as requested by other designated office personnel;
• Answers Department telephone calls, receives and greets visitors to the Department and provides information to or refers callers and visitors to other appropriate Departments or City personnel;
• Gathers, assembles, updates, distributes and/or files a variety of information, forms, records and data as requested using traditional filing systems or databases as necessary;
• Processes accounts payable, accounts receivable and/or payroll as necessary;
• Screens visitors, telephone calls, faxes, mail and messages directed to office personnel;
• Listens to and directs comments and complaints from the public relating to Department operations and takes appropriate action to resolve and refer such complaints;
• Requisitions supplies and materials for the Department as requested;
• Opens and distributes mail for Director;
• Oversees petty cash account;
• Provides administrative support to special commissions and boards as necessary;
• Provides needed information and demonstrations concerning how to perform certain work tasks to new employees in the same or similar class of positions;
• Keeps immediate supervisor and designated others fully and accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems;
• Attends meetings, conferences, workshops and training sessions and reviews publications and audio-visual materials to become and remain current on the principles, practices and new developments in assigned work areas;
• Communicates and coordinates regularly with appropriate others to maximize the effectiveness and efficiency of interdepartmental operations and activities;
• Performs other directly related duties consistent with the role and function of the classification;
• Maintains personnel files and completes necessary paperwork for personnel changes.