Executive Administrative Assistant

The Executive Assistant assists and supports the City Manager and Deputy City Manager in all functions of their job. Serves as the first point of contact for the City Manager and Deputy City Manager and organizes their daily schedules and tasks.

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Manages and maintains the City Manager, Deputy City Manager, and Mayor calendars; schedules appointments; sets reminders; adjusts schedule as needed to prioritize highest needs and keeps the City Manager, Deputy City Manager and Mayor on task.
• Acts as a liaison in coordinating matters between the City Manager’s Office and other department heads and managers; refers or recommends referral of matters to appropriate departments and staff for follow-up action; periodically reviews outstanding items in the system for needed action and closure.
• Serves as the first point of contact for the City Manager, Deputy City Manager and Mayor; answers emails, phone calls, and interacts with visitors; offers information, solutions, and services on behalf of the City Manager and Deputy City Manager that is within the scope of the job.
• Monitors various aspects of multiple projects and keeps the City Manager and Deputy City Manager updated on progress; creates expense reports.
• Develops and drafts new policies as delegated; research, and search for best practices and upcoming trends; connects with other governmental departments and agencies to collect new information and inform potential new policies.
• Type and draft correspondence, memoranda, and PowerPoint presentations.
• Supports the City Manager’s Office budget preparation, compiles data, evaluates and maintains budget items and accounts, research budget questions and issues.
• Takes minutes at various meetings and transcribes a variety of documents.
• Maintain various tracking spreadsheets.
• Schedules and coordinates the logistics for meetings, conferences, and other events for the City Manager, Deputy City Manager, Mayor and City Council, including, but not limited to, venue, travel, lodging, speaking engagements and remarks, etc.; prepare supporting documents as required.
• Conducts basic to advanced administrative duties that include filling, typing, copying, scanning, electronic recordkeeping, correspondence, and mailing; orders office supplies and equipment; stocks and maintains break room, copy room, shelves, and closets.
• Organize lunch meetings to include catering, setting up, and cleaning up.
• Submit maintenance requests for building repairs and work orders for copier repairs.
• Provides support to City Boards & Commissions as a liaison and/or acts as backup to other administrative staff.
• Provide daily support and backup to City Secretary to include preparing and posting City Council and board and committee agendas and packets. Review, edit, and compile documents and supporting materials for agenda packets. Set up and attend City Council, board and committee meetings. Transcribe meeting minutes. Process and record documents that were approved by City Council. Swear in new board and committee members.
  
  Maintain Board and Committee member files and roster. Assist with city elections. Assist with special projects and research of documents and minutes. Maintain City Secretary file list and files.
• Provide support to Human Resources Director with filing and tracking of accidents and workers compensation claims. Post Job descriptions on City and TML websites. Assist with creation of interview folders and scheduling interviews. Create keycards and s for onboarding new employees
• Provide back-up to the Finance Department for banking questions and payroll approval. Financial Login Access Administrator to all banking authorities and other external agencies. Prepare budget books. Prepare purchase orders.
• Provides quality customer service to customers, city staff, the general…