Executive Assistant

JOB SUMMARY

Under general direction, the Executive Assistant (CMO) performs a variety of administrative and clerical duties requiring advanced knowledge of office procedures, various computer programs, and customer relations.

• Performs advanced administrative work for the City Manager’s office, requiring a high degree of independent judgment and discretion.
• Organizes and prepares the City Council agenda and work session packets, which include coordination with the Department Heads of the necessary documents required for the packets.
• Transcribes and composes correspondence for emails, letters, memos, and reports, prepares time sheets, payment request forms, and maintains the City Council mail and calendar for distribution to Council members.
• Receives telephone calls and visitors, ascertains the nature of business and directs to the appropriate authority for disposition, screens and routes incoming mail, relieves receptionist as needed, and provides supervisory assistance with clerical/technical staff.
• Coordinates the scheduling and setup for various meetings, including pre‑council and economic development, makes travel arrangements for City Administration staff to include submittal of required travel vouchers/expense reports, and coordinates the arrangements for meals and/or refreshments for various meetings, including City Council dinners and luncheons.
• Responsible for maintaining adequate office supplies and other materials essential to the operation of the department, and establishes and maintains the filing systems to meet the needs of the department.
• Performs other related duties as assigned.

• Advanced computer skills and knowledge of various computer programs, including Microsoft Outlook, Word, Excel, and PowerPoint, Adobe Acrobat, and specialized departmental software.
• Must have excellent oral and written communication skills and exhibit exceptional customer service with the general public and other city departments.
• Must have the ability to exercise good judgment, take initiative, and exercise discretion based on a knowledge of administrative policies and procedures of the department and the City.
• Ability to compose general correspondence and documents, with proficient spelling and grammar.
• Knowledge of office procedures and standard office equipment.
• Ability to maintain confidentiality and professional discretion.
• Ability to effectively deal with problems and complaints courteously and tactfully.
• Ability to work independently and as a member of a team.
• Ability to work well under pressure and perform multiple tasks simultaneously.
• Ability to work some evenings is required.

An Associate’s Degree (60+ college hours) plus a minimum of three+ (3+) years of administrative, clerical, or related experience is required. A Bachelor’s Degree is preferred. An equivalent combination of experience and/or education may be considered. Proficient communication, grammar, computer skills, and knowledge of various computer programs, as well as the ability to maintain confidentiality and professional discretion, are required. Must possess a valid Texas Driver’s license with a good driving record.

Sitting, walking, standing, bending, stooping, lifting, and reaching are required. Repetitive movement of the wrist and fingers during computer data input is required. Must be able to lift and carry 25 pounds on an occasional basis. 50 – 100% of the day using a computer. Maintains static posture during sitting. Works primarily indoors in a controlled environment. Must be able to work at outside City events occasionally.

Pre-employment screening includes, but is not limited to, Drug Screen, Physical Examination, Credit Check, Motor Vehicle Review, and applicable Background Checks.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job‑related instructions and to perform any other job‑related duties requested by their supervisor. Such tasks shall be capable of being performed with reasonable accommodation, if necessary, that does not impair a business necessity or impose an undue business hardship, and without presenting a direct threat to the safety of the applicant or others.