Classification Responsibilities: An Executive Assistant to the Mayor is responsible for providing highly responsible, complex, non-routine, and often confidential secretarial and administrative support to the Mayor and Mayor’s Chief of Staff. The Executive Assistant to the Mayor is characterized by responsibility for a variety of administrative activities to be met with minimal supervision. Duties performed directly support the Mayor and include: preparing and typing reports, minutes, agendas, communications, written documents, and other correspondence requiring independent judgment in handling format, procedure, and context; composing correspondence; compiling support materials for City Council meetings, study sessions, and committee meetings; interacting with members of the City Council’s office; receiving, investigating, and responding to sensitive phone calls, citizen inquiries, and/or complaints that may involve confidential matters; scheduling meetings and appointments; maintaining calendars which may include electronic calendars; coordinating business dates; making travel arrangements; greeting visitors; screening, responding to, and/or routing incoming mail and telephone calls; attending meetings, taking minutes, and distributing minutes as necessary; and maintaining office files. Assists in providing administrative support for staff in the City Manager’s Office as needed. This position may also be responsible for supervising the work performed of office support staff. An employee in this class must be committed to teamwork, have a shared commitment to quality of everyday work, and demonstrate the willingness to assume ownership in completion of tasks. This class performs related duties as required.
The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment of the position:
• Composes letters and memoranda in response to incoming mail or calls.
• Serves as liaison between the Mayor / Deputy Mayor and subordinates or others, exchanging information, transmitting directives, instructions, and assignments; and following up on status of assignments.
• Researches, compiles, assimilates, and prepares documents and briefs the Mayor / Deputy Mayor regarding contents.
• Reads and screens incoming correspondence and reports, making preliminary assessment of the importance of materials, organizing documents, handling some matters personally, and forwarding appropriate materials to the Mayor / Deputy Mayor and staff.
• Updates Mayor / Deputy Mayor on status of issues before scheduled meetings.
• Prepares agendas and collects materials for meetings, speeches, and conferences.
• Coordinates committees or task forces.
• Manages all correspondence with constituents in a timely manner.
• Receives and greets guests to the administrative offices.
• Coordinates office management activities for the Mayor / Deputy Mayor as directed.
• Promotes and coordinates activities of assigned departments to meet and identify needs.
• Maintains the files of the former Law Department.
• Develops and maintains contacts with other governmental agencies and commissions to promote the interests of the City.
• Prepares necessary correspondence, records, reports, and promotional materials.
• Identifies and resolves problems in a timely manner.
• Uses reason when dealing with emotional topics.
• Maintains files in accordance with the record retention policy.
• Enters requisitions into the purchase order system.
• Monitors the expiration dates of members of board and commissions and advises the appropriate appointing authority of terms about to expire or expired.
• Supports the clerical needs of the Mayor.
Knowledge of: Business English, spelling, math, bookkeeping, or accounting; modern office practices, procedures, and equipment; the principles, practices, and methods of employee supervision, training, and evaluation; 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.
Skill 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 does 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.
Minimum Qualifications Required
Education, Training, and 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 will be assigned to perform for the City. Advanced secretarial training and education, such as designation as a Certified Professional Secretary or a Certified Administrative Professional by the International Association of Administrative Professionals (IAAP) is highly desirable.