Executive Support Assistant - Purchasing & Contracting

Location: Scottdale

Salary Range: $54,209 - $87,277  Job Code: 99040  Pay Grade: 18  FLSA Status:
 Exempt

Essential Functions:

The following duties are normal for this position. The omission of specific
 statements of the duties does not exclude them from the classification if the
 work is similar, related, or a logical assignment for this classification. Other
 duties may be required and assigned.

 Provides executive/administrative support to the Chief Executive Officer, Chief
 Operating Officer, and/or other executive official as assigned; relieves
 executive staff of routine administrative tasks; screens calls, mail, and e-mail
 messages and initiates appropriate action/response; composes, types, edits, or
 proofreads correspondence on behalf of executives; records and/or transcribes
 dictation; keeps executives informed of significant matters, messages,
 documentation, or other information; conducts special projects as needed; and
 maintains confidentiality of departmental documentation and issues.

 Serves as liaison between the assigned department and other
 departments/divisions, staff members, City officials, the public, community
 leaders, outside agencies, or other individuals or organizations for the
 distribution and receipt of routine information; interacts with various
 officials and dignitaries involving sensitive client relations; conveys
 information among division/department personnel; and circulates documentation to
 appropriate departments.

 Conducts advanced research on behalf of the executive to aide in matters under
 consideration; utilizes department files, court/legal records, database records,
 electronic data sources, hardcopy materials, Internet sites, or other sources as
 needed; compiles and/or monitors various administrative and statistical data
 pertaining to County operations; researches information pertinent to task or
 project; analyzes data and identifies trends; writes, prepares, formats, or
 otherwise generates reports, presentations, white papers, and other documents;
 makes recommendations for changes in administrative policies and procedures to
 improve operations, provide more responsive service, and/or optimize the use of
 resources; and develops recommendations for changes in departmental policies and
 procedures; and provides technical assistance and information to management to
 aid decision making.

 Provides direction, training, guidance and assistance to employees; coordinates
 projects and daily work activities; organizes, prioritizes, and assigns work;
 and monitors status of work, inspects completed work, and troubleshoots problem
 situations.

 Coordinates and assists with processing of a variety of documentation associated
 with department operations within designated time frames and per established
 procedures; receives, reviews, records, types, and/or distributes documentation;
 enters data into computer systems; logs, tracks, or maintains records regarding
 department activities; compiles data for further processing or for use in
 preparation of department reports; and maintains computerized and/or hardcopy
 records.

 Provides administrative support and coordination for various meetings at the
 executive management level; prepares meeting agenda documents; coordinates
 meeting facilities, equipment, and refreshments; prepares and distributes
 agendas, meeting notices, meeting packets, and related documentation; records
 and/or transcribes meeting minutes; distributes meeting minutes to departments
 and other individuals; labels and indexes tapes of meetings; researches previous
 meeting minutes as needed; prepares monthly time sheets for board members;
 coordinates arrangements for board training activities; and maintains board
 records.

 Maintains calendar/schedule of activities for the executive official and senior
 staff; schedules and confirms appointments, meetings, interviews, conferences,
 training activities, or other activities; and updates calendar on a regular
 basis and notifies parties involved of changes.

 Coordinates arrangements for various meetings; notifies participants of
 scheduled meetings; prepares meeting notices, agendas, and meeting…