Executive Assistant Job Description

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CHARACTERISTICS OF THE CLASS

Under the direction of the City Manager and Deputy City Manager, performs a variety of highly responsible and complex administrative duties. Incumbent is responsible for relieving the City Manager and Deputy City Manager of operational and administrative details and works with considerable independence within the scope of established policies and procedures. Position requires discretion and diplomatic skill in representing policies and working effectively with City personnel, officials, and the public. Performs other work as required.

 

EXAMPLES OF DUTIES

A. ESSENTIAL FUNCTIONS

Responsible for office management and processing of routine operational administrative matters; transmits directions and instructions with the authority of the City Manager.

Performs public relations functions with the public, Department Heads, City officials, and other personnel.

Assists with managing and preparation of City Council meeting agenda and agenda package using CivicClerk automated agenda management system; assists staff with submission of departmental agenda items; ensures submission of items by deadline and appropriate format; reviews reports and supporting documents for accuracy and consistency with established standards.

Prepares and maintains departmental records, correspondence, and reports for meetings, notices, and other matters; takes and transcribes minutes of meetings.

Prepares replies to correspondence from dictation, instructions, or on own initiative; compiles and prepares reports; searches files and other sources to develop background materials; assists in a variety of office tasks.

Maintains and manages the City Manager and Deputy City Manager’s calendar; coordinates, arranges and confirms meetings; plans, makes arrangements for and coordinates functions.

Maintains travel schedule and makes travel arrangements for the City Manager and Deputy City Manager. Ensures proper documentation and reimbursement.

Receives and screens telephone calls, providing information and handling issues that require sensitivity and the use of sound independent judgment; responds to requests for information and complaints, refers matters to appropriate staff and/or takes or recommends action to resolve the request or complaint.

Reviews, dates, determines priority and routes incoming correspondence, reports, requests and instructions; handles or refers matters as appropriate and as directed.

Monitors office equipment and supplies; orders office supplies as needed and ensures cost controls.

Assists in the development of departmental budget, makes recommendations and adjustments and processes appropriate procurement and payment documents.

Plans, organizes, directs and evaluates the performance of assigned staff (Administrative Assistant II); regularly monitors performance and provides coaching for performance improvement and development.



REQUIREMENTS

A. TRAINING AND EXPERIENCE

High school diploma and seven (7) years of responsible administrative and staff support experience or an associate's degree from an accredited college or two (2) years vocational/technical training, and five (5) years responsible administrative and staff support experience. A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate may substitute for an associate's degree. 

 

B. KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of the City of Melbourne organization, functions, operations, ordinances, rules, policies and procedures.

Knowledge of business English, spelling, punctuation, and mathematics.

Knowledge of current office practices and procedures in planning and organizing work to meet goals and objectives.

Skill in transcribing dictated material.

Skill in the use of a personal computer and various applications programs.

Skill in communications, including proficiency in English, grammar, and sentence structure.

Ability to make independent decisions, assist in routine managerial decisions, and delegate assignments.

Ability to supervise work of subordinate.

Ability to deal with non-routine matters.

Ability to work effectively and courteously with the public and other employees.

Ability to follow complex written and oral directions.

Ability to carry out a wide scope of administrative procedures.

Ability to compose effective and accurate correspondence and reports and to provide complicated or detailed information through written and verbal communication.

Ability to operate modern office equipment such as copier, microfilm, computer terminal, word processors, calculator, telephone and fax machine.

Ability to work quickly and accurately to meet deadlines.

Ability to type with speed and accuracy.

 

C. PHYSICAL AND MENTAL REQUIREMENTS

Ability to hear and understand conversation in English in a normal tone of voice. Requires hearing ability for use of telephones, "voice processing", and oral instructions.

Ability to see and read letters, numbers, words, characters or symbols which are both large and small, as well as identify colors.

Ability to print letters, numbers, words, characters, and symbols - must be legible and understood by others.

Ability to assemble and distribute documents, including approximately five agenda packages (many of the packages include 300 or more pages) for City Council meetings, at least two times a month.

Ability to bend, kneel, squat, or reach overhead for books or supplies.

Ability to sit for long periods of time not to exceed four (4) hours at one time.

Ability to work under stressful conditions of multiple deadlines and short deadlines.

Ability to be flexible and change priorities at a moment's notice.





THIS JOB DESCRIPTION IS NOT INTENDED TO BE AND SHOULD NOT BE CONSTRUED AS AN ALL INCLUSIVE LIST OF ALL THE RESPONSIBILITIES, SKILLS OR WORKING CONDITIONS ASSOCIATED WITH THE POSITION. WHILE IT IS INTENDED TO ACCURATELY REFLECT THE POSITION ACTIVITIES AND REQUIREMENTS, MANAGEMENT RESERVES THE RIGHT TO MODIFY, ADD OR REMOVE DUTIES AND ASSIGN OTHER DUTIES AS NECESSARY. THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT OF EMPLOYMENT.

Revision Date – 6/21/2018