Executive Assistant to City Manager Office

Executive Assistant

Incumbent is responsible for providing a full range of office support including complex and sensitive information to the City Manager, Deputy City Managers and other staff, and assists in carrying out policies and programs related to these functions. The Executive Assistant is a specific classification that is distinguished from other classifications by its responsibilities within the Office of the City Manager.

Examples of duties include:

• Provides administrative assistance which includes taking and transcribing notes and minutes; processes, logs and files transcribed information; composes letters; distributes mail, and research information for projects.
• Provides financial and accounting support and maintains financial records for City Manager and City Commission;
• Designs and creates City documents as necessary.
• Ensures calendars and e-mails are monitored and updated.
• Serves as recording secretary for various boards (e.g., Citizens Public Safety Review and Appeals Board), which includes documenting issues addressed and, when further action is needed, submitting records to the City Manager and other applicable staff.
• Manages City Manager's office communications to the City Commission.
• Assists the public and staff with problems and concerns by responding directly or referring them to the appropriate person.
• Assists in facilitating various community events and special projects.
• Monitors and prepares payroll functions.
• Assists with coordinating community and special events involving the City Manager's Office and City Commission.
• Performs other duties within the City Manager's office as needed.
• Performs other duties for the City Commission as needed.

Essential qualifications include:

• High School Diploma or General Equivalency Degree (G.E.D.) or equivalent is required.
• Minimum of 5 years of experience in an administrative support position.
• Typing.
• Proofreading.

Acceptable training and experience includes:

• Associate's degree (A.S., A.A.) or two-year technical certificate or equivalent is preferred
• Proven proficiency in Microsoft Outlook, PowerPoint, Word and Excel.
• Proven track record of success in providing excellent customer service through verbal, written, and electronic communications
• Demonstrated ability to achieve objectives in an environment in which handling multiple tasks simultaneously is the norm. Skilled in prioritization and successfully meeting non-negotiable deadlines
• Possesses managerial courage, a strong professional presence, and is comfortable communicating across all levels of the organizational hierarchy
• Demonstrated comfort with highly sensitive information and exhibits the appropriate level of discretion in all forums

Knowledge of:

• Office equipment and technology (i.e., computer, printer, calculator, etc.)
• Multi-line phone system
• Writing and English Grammar
• Research Abilities
• Excellent judgment (knowing when to take action and when to ask for help)
• Comfort with financial data
• Municipal Operations (desirable)

The City of Kalamazoo offers competitive benefits including health, dental, and vision insurance, flexible spending accounts, group life insurance, long and short-term disability, paid time off, a defined benefits pension plan, a 457 deferred compensation plan, and a retirement health care savings plan (HCSP). Benefits vary based on the bargaining unit of a position. The City of Kalamazoo also operates a convenient health clinic that is open to employees, retirees, and their families and provides routine medical services and prescriptions.

The benefits for this position fall within the City of Kalamazoo Non-Bargaining Unit (NBU) employee group. For a summary of City of Kalamazoo benefits in NBU positions, please visit our website.