Executive Assistant

Job Title:

Executive Assistant Duration: 6 months with the possibility of extension Hours:
Monday - Friday 8:00AM - 4:30PM Location:
Location: 100 East 11th Street, City Hall Annex, 37402, Chattanooga Salary Range: $25.00 to $28.74 per hour on W2 without benefits

Job Description s:

Classification Summary

• Incumbents in this classification are responsible for providing responsible and confidential support to a member of senior management. Prepare documents and reports to go before the Mayor or City Council. Duties include directly responding to citizen inquiries and complaints; screening calls, handling issues and providing access to senior manager; planning, coordinating and attending special events and meetings on behalf of senior manager;
  
  may assist with grant writing, preparing reports and other special projects as designated by senior manager. Work is performed with limited supervision.

(The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.)

• May serve as lead to or supervise assigned administrative support staff which may include prioritizing and assigning work; conducting performance evaluations; ensuring staff are trained; ensuring that employees follow policies and procedures; maintaining a healthy and safe working environment; and, making hiring, termination and disciplinary recommendations.
• Provides responsible and confidential support to a member of senior management which may include responding to citizen inquiries and complaints; screening calls, handling issues and providing access to senior manager; planning, coordinating and attending special events and meetings on behalf of senior manager; attending grievance hearings; serving as a liaison between senior manager and department staff and citizens and/or performing other related activities.
• Prepares, processes, receives, sorts and distributes a variety of reports, lists, statistical data, correspondence, exams, packets, payments, job costing data, credit card billings, payroll information, receipts, purchase orders, requisitions, travel requests, expense reports, invoices, collections, check requests, deliveries and/or other related information .Creates a variety of written business documents which may include correspondence, reports, memos, notices, forms, contracts, ordinances, resolutions, warrants, bids, work orders, notices, certificates, schedules, meeting agendas and minutes and/or other related materials.
  
  Prepares presentation materials.
• Coordinates or processes administrative activities of assigned programs or functions including serving as liaison to the general public in explaining department operations and providing general assistance, handling routine or specialized department functions or problems and referring complex or difficult issues.
• Provides administrative support which includes preparing and proofing reports, forms and correspondence; updating internal manuals; monitoring the accuracy and implementation of applicable website and related updates; making travel arrangements; maintaining calendars; overseeing and maintaining office filing system and records; prescreening mail; answering and monitoring phones; taking and transmitting messages and/or performing other related duties.
• Maintains a variety of contact lists, resource lists, logs, maps, calendars, deadline dates, meeting dates and/or other related items. Prepares for staff, Board and/or Commission meetings and/or special events which includes preparing meeting agendas and packets; publicizing meetings; recording meeting activities; transcribing and disseminating meeting minutes; scheduling; preparing and disseminating invitations, meeting announcements, legal ads and public notices; coordinating and assembling applicable materials;
  
  setting up rooms; ordering meals and snacks; receiving attendance confirmations and/or performing other related activities.
• Responds to routine and sensitive requests for information and assistance; provides information regarding applicable rules, policies and regulations; certifies official city council records; researches and resolves concerns and complaints from internal and external customers; refers inquiries as appropriate.
• Maintains appropriate inventory levels within assigned areas of responsibility; requisitions supply to ensure availability in support of efficient departmental operations.
• Participate in monitoring departmental budgets and processing and maintaining related documents and records.
• Coordinates and processes purchasing requests for equipment, materials, parts, supplies, services and/or other applicable items.
• Organizes and maintains a variety of files including creating and maintaining confidential department/employee files and…