Executive Assistant Job Fargo area,North Dakota USA,Government

Position: Executive Assistant - Commission

Scope of Responsibility

Responsible for the performance of two department staff and develops and administers a budget of approximately $875,600 for the City Commission.

Essential Duties and Responsibilities

Serves as a point of contact for the public, other City departments/divisions, City Attorney’s Office, City Administration, and elected officials.

Responds to concerns and issues expressed by citizens, organizations and other political subdivisions and determines appropriate resolutions to maintain positive community relations for the City;
Works with other City departments to reach a satisfactory conclusion on various public concerns and develops timetable and appropriate course of action;
Serves as liaison between the City Attorney’s Office and the City Commissioners, working closely with the City Attorney to ensure planned actions and procedures are legal and consistent with City Ordinances and City Policy;
Responsible for development of and updates of the City Commission website, including making all agenda information available to the public through the website consistent with North Dakota law;
May serve as City Commission appointee to the Convention and Visitors Bureau.

Coordinates the preparation of the agenda for regular and special board meetings as well as the recording of official meetings.

Organizes background information, correspondence, and documents to accompany the agenda;
Directs the distribution of the agenda and documents;
Assists the Mayor, City Commissioners, and City Administrator in arranging meetings and logistics for meetings;
Oversees the recording of official meetings of the City Commission as well as preparation of minutes of City Commission meetings, assuring action taken is appropriate and complies with North Dakota and other applicable laws;
Is the official meeting parliamentarian to the Board of City Commissioners;
Tracks action taken by the City Commission and assures follow-up by appropriate departments and Commissioners to requests;
Works with the Mayor to ensure appointments to boards and commissions are current and actively managed;
Communicates with members of the boards and commissions to determine their interest to continue service and works with departmental staff to obtain a list of possible candidates for appointment if new appointees are needed; coordinates with suggested appointees relative to responsibilities as a member of the board/commission;
Works with Administration, City Commissioners and other departments to ensure compliance with North Dakota law open meetings and open records laws.

Facilitates short-term and long-term planning efforts for the City Commission Office.

In conjunction with Administration, researches topics for discussion and analyzes and presents background information on specific issues in advance of business meetings;
Manages resources as required to respond to constituent and City Commission inquiries;
Evaluates programs and services of the City Commission Office and recommends policy and procedure changes to the City Administrator; communicates with other City departments on planned or approved changes;
Provides public meeting notices and answers questions relating to City Commission Office projects.

Manages the department budget.

Using independent judgment develops department operating budget for the next cycle;
Analyzes past expenditures, expected needs, future cost projections and sources of funding in order to develop detailed budgets;
Reviews year-to-date spending reports and monitors performance against plan during the entire budget cycle, making or recommending adjustments as necessary to achieve a desired balance at the end of the cycle;
Approves expenditures for purposes and amounts that are within the budget and within the authorized approval limits of the job;
Ensures the most cost-effective alternatives are identified when planning expenditures;
Prepares requests for annual funding and presents requests to decision makers for approval.

Responsible for overseeing the daily operations of the City Commission Office.

Oversees preparation of letters, proclamations, and memoranda for the Mayor, City Commissioners and City Administrator;
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