Executive Assistant

Salary: $40,000–$45,000 annually, based on experience

Under the administrative direction of the Mayor of Mt. Vernon and the City Manager, this position performs responsible and confidential administrative support functions for the Mayor, City Manager, and City Council. The position manages a variety of administrative tasks, provides office support, and assists with daily operations and communications.

Responsibilities include receiving visitors and phone calls on behalf of the Mayor, City Manager, and City Council, as well as assisting with administrative duties as directed. The position requires extensive knowledge of the City’s programs, policies, and procedures and the ability to exercise independent judgment when explaining established policies and procedures to the public.

This position also coordinates with members of the public in the implementation of community projects authorized by the Mayor and City Council.

• Provides all clerical functions for the Mayor and City Manager with full accountability for results produced; provides clerical assistance to members of the City Council as directed
• Reads and routes incoming mail
• Takes and transcribes complex dictation in shorthand or by voice recordings, to include memorandums, reports, letters, and related documents
• Prepares and types correspondence from oral and written instructions
• Prepares responses to general correspondence and composes standard letters in response to routine inquiries for the Mayor, City Manager, and City Council
• Prepares and organizes agenda for City Council Meetings; coordinates with City Attorney and department heads for agenda documents and the final disposition of agenda documents
• Prepares Proclamations and Resolutions for the Mayor and City Council.
• Answers, screens, and places telephone calls for the Mayor, City Manager, and the City Council; arranges conference calls; monitors and follows up on messages, and refers callers to appropriate parties
• Organizes and maintains the file system, files correspondence and other records; maintains confidential records and files; and handles confidential correspondence and records
• Provides general information and directs inquiries and questions to the appropriate City department as necessary; receives citizen complaints or concerns and refers them to the appropriate City officials for resolution
• Coordinates the Mayor’s and City Manager’s schedules
• Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities for the Mayor, City Manager, and City Council
• Schedules appointments, meetings, and conferences, and makes travel arrangements, including reservations
• Maintains records and files for City commissions and the terms of their members in conjunction with the City Clerk’s Office
• Maintains related records and files such as City Council reports and agendas, departmental reports, budget reports, and related documents
• May provide secretarial assistance to various City Departments and Commissions as directed
• Prepares and distributes fact sheets, news releases, and photographs as directed
• Researches, tabulates, and summarizes information of routine, periodic, or special reports
• Develops spreadsheets to explicate numerical data
• References information in the City Revised Code of Ordinance Book and Illinois Compiled Statutes
• Handles cash and negotiable instruments
• Prepares purchase requisitions, personnel action records, check requests, and related documents as directed
• Orders and maintains supplies, and arranges for equipment maintenance
• Performs all other duties as assigned

• Knowledge of proper telephone etiquette and ability to effectively communicate in a courteous, tactful, and diplomatic manner
• Ability to prepare and compile departmental data for use in various types of reports
• Ability to work independently, confidentially, and efficiently without direct or continued supervision
• Ability to maintain effective working relationships with the general public and fellow employees; requires the ability to act in a courteous, tactful, and diplomatic manner in dealing with the general public,…