Executive Administrative Specialist

Executive Administrative Specialist

Work, Serve, Thrive. With the City of Durham Advance in your career while making a real difference in the community you serve. Salary Range: $52,000 – $72,800 annually ($25.00 – $35.00/hr) Work Day/

Hours:

8:00 AM – 5:00 PM Department Overview The City of Durham's nationally recognized, award-winning Technology Solutions Department (TSD) provides enterprise-wide technology services to all City departments, including infrastructure, cybersecurity, application services, data analytics, and geographic information systems. Our team is recognized nationally by the Public Technology Institute, ICMA Center for Performance Measurement, and Digital Cities Survey. If you can offer the skills to innovate and the passion to serve, bring your talent to Durham.

Position Purpose The purpose of this position is to provide high-level administrative support to three (3) Assistant Directors within the Technology Solutions Department. This role was established to relieve the Executive Assistant to the CIO—who currently supports the full TSD executive team—by assuming dedicated support for the Assistant Directors' portfolios. The Executive Administrative Specialist also serves as the designated backup to the Executive Assistant to the CIO, ensuring continuity of executive-level operations across all TSD leadership.

The ideal candidate exercises sound judgment, maintains strict confidentiality, and demonstrates the ability to manage competing priorities across multiple executive portfolios simultaneously.

Duties/Responsibilities

• Executive Calendar & Schedule Management
  • Manage and maintain complex, multi-layered calendars for three (3) Assistant Directors, proactively resolving scheduling conflicts and ensuring alignment with departmental priorities.
• Coordinate and schedule internal and external meetings, including City Council briefings, interdepartmental leadership meetings, vendor engagements, and staff all-hands sessions.
• Prepare daily and weekly executive briefing packages including agendas, background materials, and action items.
• Monitor and respond to calendar requests, applying prioritization judgment consistent with each Assistant Director's preferences and departmental objectives.
• Travel Coordination & Expense Management
  • Arrange all domestic and local travel logistics for three Assistant Directors, including transportation, lodging, conference registrations, and itinerary preparation.
• Process travel authorizations and reimbursement requests in accordance with City of Durham travel policies and procedures.
• Maintain travel expenditure records and reconcile travel-related expenses against departmental budget allocations.
• Administrative & Operational Support
  • Draft, review, edit, and proofread correspondence, memoranda, reports, and presentations on behalf of the Assistant Directors.
• Coordinate logistics for departmental events, town halls, leadership retreats, and project milestone meetings.
• Serve as a first point of contact for inquiries directed to the Assistant Directors' offices, triaging and routing communications appropriately.
• Process purchase card (P-Card) transactions, procurement documentation, and supply requisitions for the Assistant Directors.
• Assist with preparation of presentations and briefing materials for City Council, budget sessions, and executive leadership reviews.
• Timekeeping & Temporary Workforce Management
  • Serve as the designated timekeeping administrator for temporary employees, student interns, and co-op workers assigned to TSD.
• Track cumulative hours worked by each intern and temporary employee to ensure compliance with the 1,200-hour annual cap per City of Durham policy and applicable NC OSHR guidelines.
• Issue timely notifications to Assistant Directors and hiring supervisors when an intern or temporary employee approaches 80%, 90%, and 100% of their allotted hour threshold.
• Submit and reconcile payroll records for temporary employees in coordination with Oracle Fusion ERP, ensuring accuracy and timeliness each pay period.
• Maintain personnel files and onboarding documentation for interns and temporary hires, including offer letters, I-9 verifications, and…