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EXECUTIVE ADMINISTRATIVE ASSISTANT - CMO
JOB
Under the direction of the City Manager and Assistant City Manager, the Executive Administrative Assistant provides primary executive-level administrative support, serving as a professional extension of the City Manager’s Office. This position performs highly responsible and confidential duties requiring discretion, sound independent judgment, and the ability to manage sensitive information. The incumbent coordinates executive communications, manages the City Manager and the Assistant City Manger's calendar and workflow, prepares correspondence and briefing materials, and ensures timely follow-through on assignments directed to the City Manager's Office.
EXAMPLE OF DUTIES
Perform executive secretarial functions for an important aspect of City operations, requiring considerable discretion, confidentiality, and specialized knowledge of operations in departments and City Manager’s Office.Provide professional support and assistance for executive staff; organize and schedule meetings, maintain calendar, prepare important documents, coordinate time and deadline logistics, answer phones, and provide exceptional administrative support.Receive and distribute all mail directed to the City Manager and process outgoing mail.Make effective decisions and respond to inquiries in the absence of specific instructions or constant supervision.Conduct research on assigned subjects, secure materials for use in preparation of reports, compose correspondence and speeches, write reports, and obtain various documents upon request to assist management.Provide interpretation of processes, procedures, and policies, and answer questions regarding rules, regulations or policies.Participate in the creation of agenda items for specific departments; notify staff of deadlines and ensure appropriate documents have been uploaded; ensure agenda briefing binders are ready for staff.Maintain the appointment schedule and extensive contact list for the City Manager and the Assistant City Manager; arrange meetings, conferences, and civic functions (i.e., Chamber meetings, Rotary meetings, etc.). Coordinate activities with other City departments, the public and outside agencies.Initiate and maintain a variety of files and records for information related to the City Council and City Manager's office.Participate in the budget process and review expenditures to ensure expenses remain within budgeted limits; serve as a travel coordinator and manage all logistics.Process purchase orders, invoices, and payment requisitions as required, maintaining proper accounting procedures.Coordinate communication between the City Manager, Assistant City Manager, department directors, elected officials, and external stakeholders.Track assignments, requests, and follow-up items directed to the City Manager's Office to ensure timely completion.Maintain confidential personnel, legal, and executive documentation in accordance with applicable records retention requirements.Occasionally attend City Council meetings or official functions as required.Communicate courteously and effectively with the public, city officials, and other city employees, in person, in writing, and by telephone, under stressful conditions.Efficiently and safely operate and care for assigned equipment. Maintain acceptable appearance of general office space.Perform any and all other work as needed or assigned.
SUPPLEMENTAL INFORMATION
USE OF MACHINES, EQUIPMENT AND/OR COMPUTERSRegular use of non-complex machines and equipment (adding machines, calculators, copy/fax machines, etc.)ENVIRONMENTAL /WORKING CONDITIONSNormal working conditions as found within an office setting, wherein there is controlled temperature and a low noise level, plus a minimum of distractions. The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the functions of this job, the employee is occasionally exposed to outdoor weather conditions. The noise level in the work environment is usually quiet.PHYSICAL ACTIVITIESThe following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions and expectations. Moderate diversity, low physical. Work activities which allow for a moderate amount of diversity in the performance of tasks are not as varied as those positions with high-level diversity and decision-making. While performing the functions of this job, the employee is regularly required to talk or hear; frequently required to stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms; and occasionally required to climb or balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision; peripheral vision; depth perception; and ability to adjust focus.
Under the direction of the City Manager and Assistant City Manager, the Executive Administrative Assistant provides primary executive-level administrative support, serving as a professional extension of the City Manager’s Office. This position performs highly responsible and confidential duties requiring discretion, sound independent judgment, and the ability to manage sensitive information. The incumbent coordinates executive communications, manages the City Manager and the Assistant City Manger's calendar and workflow, prepares correspondence and briefing materials, and ensures timely follow-through on assignments directed to the City Manager's Office.
EXAMPLE OF DUTIES
Perform executive secretarial functions for an important aspect of City operations, requiring considerable discretion, confidentiality, and specialized knowledge of operations in departments and City Manager’s Office.Provide professional support and assistance for executive staff; organize and schedule meetings, maintain calendar, prepare important documents, coordinate time and deadline logistics, answer phones, and provide exceptional administrative support.Receive and distribute all mail directed to the City Manager and process outgoing mail.Make effective decisions and respond to inquiries in the absence of specific instructions or constant supervision.Conduct research on assigned subjects, secure materials for use in preparation of reports, compose correspondence and speeches, write reports, and obtain various documents upon request to assist management.Provide interpretation of processes, procedures, and policies, and answer questions regarding rules, regulations or policies.Participate in the creation of agenda items for specific departments; notify staff of deadlines and ensure appropriate documents have been uploaded; ensure agenda briefing binders are ready for staff.Maintain the appointment schedule and extensive contact list for the City Manager and the Assistant City Manager; arrange meetings, conferences, and civic functions (i.e., Chamber meetings, Rotary meetings, etc.). Coordinate activities with other City departments, the public and outside agencies.Initiate and maintain a variety of files and records for information related to the City Council and City Manager's office.Participate in the budget process and review expenditures to ensure expenses remain within budgeted limits; serve as a travel coordinator and manage all logistics.Process purchase orders, invoices, and payment requisitions as required, maintaining proper accounting procedures.Coordinate communication between the City Manager, Assistant City Manager, department directors, elected officials, and external stakeholders.Track assignments, requests, and follow-up items directed to the City Manager's Office to ensure timely completion.Maintain confidential personnel, legal, and executive documentation in accordance with applicable records retention requirements.Occasionally attend City Council meetings or official functions as required.Communicate courteously and effectively with the public, city officials, and other city employees, in person, in writing, and by telephone, under stressful conditions.Efficiently and safely operate and care for assigned equipment. Maintain acceptable appearance of general office space.Perform any and all other work as needed or assigned.
SUPPLEMENTAL INFORMATION
USE OF MACHINES, EQUIPMENT AND/OR COMPUTERSRegular use of non-complex machines and equipment (adding machines, calculators, copy/fax machines, etc.)ENVIRONMENTAL /WORKING CONDITIONSNormal working conditions as found within an office setting, wherein there is controlled temperature and a low noise level, plus a minimum of distractions. The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the functions of this job, the employee is occasionally exposed to outdoor weather conditions. The noise level in the work environment is usually quiet.PHYSICAL ACTIVITIESThe following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions and expectations. Moderate diversity, low physical. Work activities which allow for a moderate amount of diversity in the performance of tasks are not as varied as those positions with high-level diversity and decision-making. While performing the functions of this job, the employee is regularly required to talk or hear; frequently required to stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms; and occasionally required to climb or balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision; peripheral vision; depth perception; and ability to adjust focus.
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