Executive Assistant

Executive Assistant To The City Manager

The role of the Executive Assistant in the City Manager's Office (CMO) is to provide confidential administrative support duties for the City Manager, City Council, Deputy City Managers, and the City Manager's Office staff. Distinguishing Characteristics:
The Executive Assistant to the City Manager is a single position classification and is the highest administrative assistant classification in the City. The primary responsibility is to manage the administrative work of the CMO and to provide confidential administrative support to the City Manager, Mayor, City Council, and Deputy City Managers. Responsibilities require tact, discretion, diplomacy, initiative and independent judgment, as well as knowledge of City activities, procedures, and policies.

This class is distinguished from other office administrative classes in that the nature, scope, and diversity of responsibilities require a broader understanding of City functions and the competence to perform duties that require the exercise of confidentiality, discretion, and independence with respect to matters of significance.

Essential Functions:

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer.

Essential duties and responsibilities may include, but are not limited to, the following:

• Provides primary administrative support of a highly complex, responsible, and confidential nature to the City Manager, Mayor, City Council, and Deputy City Managers.
• Supports the Directors Executive Team by preparing agendas and meeting notes.
• Assists in drafting correspondence, preparing presentations, and other materials.
• Manages complex calendars and schedules appointments for the City Manager, Mayor, City Council, Deputy City Managers, and CMO staff.
• Ensures the timely preparation of necessary meeting arrangements (e.g., meeting room reservation, meal service, room setup, etc.), agendas, and materials; remains flexible with last-minute schedule changes and urgent meeting requests. Greets and escorts visitors to Council and CMO.
• Prepares and processes purchase requisitions and purchase orders utilizing City's financial management system to order office supplies, furniture, printing, and other items. Assists with budget data entry and provides budget information as needed by staff. Handles various accounting related activities including employee reimbursement, petty cash requests, paying monthly bills, City credit card reconciliation, registering City Council and staff for training and processing payment.
• Prepares accurate semi-monthly payroll for the CMO. Tracks and prepares Personnel Action Forms (PAFs) for terminations, step increases, vacation increases, etc.
• Participates and supports personnel activities such as interviewing, selection, training programs, and performance evaluations; provides administrative oversight with volunteers, interns, and on-call staff.
• Provides timely information, referral, assistance, and follow-up in response to resident and staff requests, inquiries, and complaints. Notifies other department representatives as needed to resolve complaints or address inquiries. Support Communications Team in processing inquiries through the City's customer relationship management system by routing those received via City Manager, Deputy City Manager, and CMOAdmin e-mails.
• Plans, budgets, and coordinates the use of outside facilities and vendors for special events, such as Town Halls;
  Community Forums;
  City Council, Director, and Manager retreats; and a variety of ad hoc events. Drives to off-site locations for event preparation and coordination.
• Conducts research, develops options or solutions, and makes recommendations on a variety of administrative problems and concerns; participates in management level decision-making by advising on policies, programs, and actions.
• Represents the CMO on internal committees and groups such as the Administrative Geniuses and the Customer Experience Team, including leading the Executive Administrative Team.
• Coordinates official appearances for the Mayor, City Council, and City Manager; ensures appropriate staff are available to support appearances.
• Makes travel arrangements for City Council, City Manager, and CMO staff.
• Fosters a positive and supportive work environment; promotes diversity, equity, inclusion, and belonging in the workplace, contributing to an environment of respectful living and working in a multicultural society.

Peripheral Duties:

• Performs functions as assigned in the City's emergency response plan in the event of an emergency.

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