EXECUTIVE ASSISTANT TO THE CITY MANAGER

Description BASIC FUNCTION: Under general supervision of the City Manager or designee, the Executive Assistant to the City Manager performs complex, highly responsible, analytical and confidential materials, secretarial, advanced clerical, and statistical, programmatic support functions of a general or specialized nature.
Assist the City Manager, and Assistant City Manager with special programs, projects, and research; and performs other related duties as assigned.
SUPERVISION EXERCISED/RECEIVED: Receives general direction from the City Manager or designee.
Provides senior level administrative services with only occasional instruction or assistance.
May exercise general direction over clerical staff as assigned.
Example of Duties ESSENTIAL DUTIES: ESSENTIAL DUTIES: Performs a variety of complex, highly responsible and confidential administrative, secretarial, and advanced clerical work of a general or specialized nature in support of the City Manager and Assistant City Manager.
Conduct research and analysis on a variety of issues and topics requested by the City Manager and the City Council through the City Manager; document findings and justify recommendations.
Answers inquiries and provides the general public and a wide variety of public and private agencies with information and assistance including technical and comprehensive details of City services, policies, contracts and procedures.
Maintains a calendar of activities, meetings, and various events for the City Manager and Assistant City Manager; coordinates activities and meetings with City Council, City departments, the public and outside agencies; coordinates and arranges special events as assigned; schedules appointments and notifies involved parties.
Drafts, types, formats, edits, revises and prints a variety of documents and forms including reports, correspondence, memoranda, agenda items, agreements, technical and statistical charts and tables, and other specialized and technical materials from rough drafts, dictation, modified standard formats, and brief verbal instructions.
Provide economic and statistical analysis; present oral and written reports.
Assist in the preparation and review of operating and capital improvement budgets.
Act as liaison and provide staff support to assigned City Council-appointed committees, including research of special issues, problems and procedures, resulting in various reports to City Council.
Assist in the development of City-wide policies and procedures.
Attend various City Council and other governmental meetings; prepare and present agenda items to the City Council.
Assist with oversight of the Community Development Block Grant (CDBG) and Home Investment Partnership Act (HOME) programs.
Proofreads, verifies, and reviews materials, applications, records and reports for accuracy, completeness, and conformance with established standards, regulations, policies and procedures; compiles, prepares, and enters data into a computer from various sources including accounting, statistical, and related documents; ensures materials, reports, packets for signature are accurate and complete; develops filing systems, and maintains accurate and up-to-date office files, records and logs.
Screen calls, visitors, email and mail; respond to sensitive requests for information and assistance, resolve citizen concerns and complaints in a timely and accurate manner; investigate complaints and recommend corrective action as necessary to resolve complaints; follow up with staff as necessary for detailed information to be included in response.
Provide lead responsibility for all event planning for City Manager’s Office, such as delegation visits or large press coverage events, Quarterly meetings, Executive Team meetings, and various other cross-departmental event coordination.
Attend City meetings and functions as directed.
Represent the City Manager at meetings as directed.
Write letters, memoranda and reports.
Build and maintain positive working relationships with coworkers, other City employees and the public, using principals of good customer service.
Performs other duties as assigned.
OTHER DUTIES: May require occasional weekend or evening work.
Typical Qualifications Knowledge of: KNOWLEDGE OF: Office administration including organization, procedures, and details of the City Manager’s office; functions of public agencies including the role of elected officials; City policies and procedures; and the City’s cultural and political environment.
Applicable Federal, State, and loal laws, rules, regulations, ordinances, and organizational policies and procedures relevant to assigned area of responsibility.
Correct English usage, spelling, grammar, and punctuation; business letter writing and other document preparation; and modern office methods, procedures; and equipment including the use of a computer, scanner, calculator, and various computer applications and software packages.
Principles of fiscal, statistical and administrative research and report preparation; records management principles and procedures including record keeping and filing principles and practices; methods and techniques of proper phone etiquette, and customer service and public relations methods and techniques.
Ability to: Maintain confidentiality and be discreen in handling and processing confidential information and data.
Interpret and apply a variety of City and department policies and procedures and applicable federal, state and local laws, codes and regulations; analyze situations carefully and adopt effective courses of action; and respond tactfully, clearly, and appropriately to inquiries from the public, press or other agencies on sensitive issues.
Independently prepare correspondence and data; type and edit complex reports and charts; perform mathematical calculations; sort/file documents; maintain and prepare complex, extensive and confidential records and reports; and organize and maintain office and specialized files.
Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
Make accurate arithmetic, financial, and statistical computations.
Establish and maintain an effective working relationship with fellow employees, the public, elected officials, and other departments and outside agencies.
SPECIAL REQUIREMENTS Ability to attend special City events including weekends, evenings and holidays, as required.
Ability to attend night meetings and work extended hours, as needed and/or required Supplemental Information EDUCATION AND EXPERIENCE: Graduation from an accredited college or university with a Bachelor’s Degree in Public Administration, Business Management, or a closely related field.
Master Degree preferred.
Experience in local government agency is desirable.
A minimum of four years of increasingly responsible experience administrative or analytical work or advanced level administrative support for senior level management staff.