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Executive Assistant, City Council
JOB DESCRIPTION
Executive Assistant, City Council
FLSA Status: Exempt
Full time
Pay Grade: M-10
Supervision
Supervision Received: Reports to President, City Council
Supervision Given: Does not have direct reports
DESCRIPTION
The Executive Assistant to City Council is responsible for providing highly responsible, complex, non-routine, and often confidential secretarial and administrative support to the City Council. This position is characterized by responsibility for a wide variety of administrative activities performed with minimal supervision and a high degree of independent judgment.
ESSENTIAL FUNCTIONS
- Compose, edit, and manage correspondence, memoranda, reports, agendas, minutes, speeches, and other documents on behalf of the City Council, exercising independent judgment and discretion.
- Serve as liaison between the staff, City Council, governmental agencies, boards, commissions, and the public; communicate directives, track assignments, and provide status updates.
- Research, compile, and prepare briefing materials; screen and prioritize incoming correspondence, calls, and reports, responding directly when appropriate and forwarding matters as necessary.
- Manage constituent communications and respond to sensitive inquiries or complaints in a timely and professional manner.
- Coordinate meetings, committees, task forces, conferences, and travel arrangements; maintain calendars and prepare related materials.
- Attend meetings as required, record and distribute minutes, and compile supporting documentation.
- Greet visitors and serve as the primary point of contact for the office.
- Coordinate office management functions, enter requisitions into the purchase order system, and support general clerical needs of the office.
- Identify and resolve issues efficiently while exercising sound judgment, professionalism, and discretion, particularly in sensitive or emotional matters.
- Provide administrative support to office staff as needed.
- Other duties as assigned.
MINIMUM REQUIREMENTS
Education & Experience
- Bachelor’s degree and a minimum of three years of experience working for a local, state, or federal government performing duties similar to those in which the employee will be assigned to perform for the City.
- In lieu of a bachelor’s degree, candidates for this position may have a high school diploma and a minimum of five years’ experience performing duties similar to those in which they will be assigned to perform for the City.
Knowledge, Skills and Abilities:
Knowledge of business English, spelling, math, bookkeeping, or accounting; modern office practices, procedures, and equipment; the principles, practices, municipal organization and functions; budget principles and purchasing procedures; City rules, regulations, policies, and procedures; and PC software applications for word processing, spreadsheets, graphic presentations, database management, etc.
Skilled in typing; word processing; and operating a computer and applicable software.
Ability to work effectively under pressure; act independently to implement policies of supervisor; maintain confidentiality and security of records and information; communicate effectively with customers, clients, and the public in person or by telephone; respond appropriately to public inquiries and present a positive public image; produce written documents with clearly organized thoughts using proper sentence construction, punctuation, and grammar; maintain complex records, and assemble and organize data; analyze issues, independently make decisions, and exercise good judgment in performing secretarial and administrative support tasks; exercise independence, judgment, diplomacy, and discretion when handling confidential, legal, and sensitive matters; perform routine office management details without referral to supervisor; perform special projects as assigned; plan and organize own work; take minutes of meetings; and establish and maintain effective working relationships with other City employees and the general public.
The duties listed above are intended only as general illustrations of the various types of work that may be performed. Specific statements of duties not included do not exclude them from the position if the work is similar, related, or a logical assignment to the position. Job descriptions are subject to change by the City as the needs of the City and requirements of the job change.
Working Conditions
Standard office environment with occasional evening or weekends.
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