Mayor's Office - Executive Secretary; Temporary Position

Executive Secretary (Temporary Position)

DEPARTMENT

MAYOR’S OFFICE

SALARY

$22.00 hourly

FLSA

NON-EXEMPT

CIVIL SERVICE

NOT INCLUDED

BARGAINING UNIT

NON-BARGAINING

GENERAL STATEMENT OF DUTIES

Under the general direction of the Mayor, using independent judgement, and exercising a high level of discretion in dealing with confidential matters, provides administrative, secretarial and customer service support to the Mayor’s Office. Work is performed with limited supervision. No supervisory responsibility. This role is ideal for someone looking for a temporary position.

EXAMPLES OF ESSENTIAL FUNCTIONS (Illustrative only)

These functions are considered essential for successful performance in this job classification.

• First point of contact for most Mayor’s Office inquiries, including answering citizen calls for service or complaints and dispatching appropriately; promotes positive customer service and provides accurate and timely response to telephone inquiries, citizen requests or complaints; forwards/screens calls as appropriate; greets visitors with a positive, helpful attitude and assists visitors in finding their way around City Hall.
• Acts as liaison between community organizations, City department heads, and City Council; schedules appointments for the Mayor and communicates frequently with City Council members and City department heads to arrange meetings and to coordinate special events; prepares meeting and training rooms as needed.
• Develop and implement an integrated communication strategy that connects the public to the community and the city with content-related communications.
• Assists with preparing agendas and typing minutes for ad hoc and standing committees formed by the Mayor; assists colleagues with administrative tasks as needed; performs a variety of ad-hoc administrative duties as requested.
• Prepares and submits to the Finance Department or City Clerk’s Office payment vouchers and other department financial documents.
• Using Microsoft Word and Excel, prepares and types on a personal computer, correspondence for Mayor and City Council members, if requested; composes documents for review including press releases, memos to department heads and employees, and correspondence to other government entities; assists in preparing confidential Mayor’s Office correspondence; edits documents for grammar, punctuation, spelling and language content; may occasionally use a typewriter to complete forms or other paperwork.
• Coordinate communication services and functions carried out by departments and provide guidance on effective strategies to communicate with the public.
• Coordinates City Council agenda items with City Clerk.
• Acts as the LGBTQ+ liaison to the Mayor’s office.
• Attends meetings as the Mayor’s representative, as directed.
• Maintains daily contact with the media and compiles media reports concerning City government activities or issues, as directed.
• Facilitates background research and retrieval of information for various Mayor’s Office projects and citizen requests.
• Maintains all records and files for the Mayor’s Office; maintains the current list of Boards and Commissions and City Council Committees; manages applications for Boards and Commissions appointments.
• Assists in maintaining the security of the Mayor’s Office.
• Communicates with and maintains effective working relationships with Mayor and Council, the public and other City employees.
• Makes decisions in accordance with department policies and established regulations.
• Works independently and with others with minimum supervision.
• Attends work regularly at the designated place and time.
• Performs all work duties and activities in accordance with City and Mayor’s Office policies, procedures and safety practices.
• Performs all other related duties as assigned.

REQUIRED KNOWLEDGE & ABILITIES

• Thorough knowledge of secretarial functions, terminology, office procedures and equipment.
• Ability to respond to citizen complaints or concerns in a calm, respectful and gracious manner.
• Ability to speak clearly and distinctly, write legibly, prioritize work, produce a quality product within strict time lines and handle multiple tasks.
• Thorough knowledge of and ability to use Microsoft…