Mayors Assistant; Part-Time

Position Title:

Mayor’s Assistant (Part-Time)

Department:
Mayor and City Council
Division:
Mayor and City Council
Salary: $17.275481/hr
Closing:
Until Filled

Performs administrative and secretarial tasks in accordance with federal, state and local laws, regulations and restrictions. Processes all correspondence, schedules meetings and public appearances for the Mayor. Drafts and arranges orders for all ceremonial awards presented by the Mayor. Provides support to the Mayor as requested. No supervisory responsibilities.

• Establishes and maintains Mayor’s schedule and screens visitors, telephone calls and incoming mail.
• Prepares response to correspondence received in the Mayor’s Office from dictated notes, or on own initiative.
• Attends meetings that the Mayor is unable to attend due to scheduling, or other conflict, and where the attendance by the Deputy Mayor or other Council member is not possible. Reports outcome of such meetings to the Mayor.
• Provides support for the City Clerk’s Office, as requested.
• Establishes and maintains a variety of files as necessary, or as directed.
• Completes travel arrangements for Council & Mayor to attend various events and conferences.
• Provides the City Clerk with any documentation needed to assist in the Budget process.
• Coordinates with community representatives to generate proclamations and citizenship awards and other special recognition to be presented by the Mayor.
• Drafts and arranges order for all ceremonial awards presented by the Mayor (e.g. Key to the City, Proclamations and Mayors’ Thanksgiving Dinner - Mayors’ Award).
• Maintains office supplies and sends requests to City Clerk’s office for items to be ordered as necessary (e.g. general office supplies, promotional items, awards, etc.).
• Maintains a professional and positive image for the media and the public.
• Performs all other duties as assigned by the Mayor or City Clerk.

City employees shall conduct themselves in a professional manner and shall exhibit and extend such professional conduct appropriate for the circumstances to those with whom they come into contact both internally and externally during the performance of their duties. Examples of professional conduct include, but are not limited to, being communicative, informative, fair, honest, and respectful.

• Thorough knowledge of office terminology, office confidentiality protocol, procedures and secretarial tasks of recording and transcribing dictation.
• Ability to establish and maintain effective working relationships with others.
• Ability to communicate effectively, both orally and in writing.
• Ability to follow complex oral and written directions.
• Demonstrate ability to maintain office records and prepare reports from such records.
• Ability to make decisions that comply with ordinances, regulations and established policies.
• Ability to implement decisions within guidelines set out by the Mayor.
• Ability to respond immediately to citizen complaints in the absence of the Mayor, within parameters established by written City policy.
• Ability to project professional, helpful attitude in dealing with the public; ability to exercise appropriate judgment and use appropriate communication skills when dealing with the media.
• Knowledge of rules and restrictions that apply to City government.
• Knowledge of political protocol.
• Ability to quickly analyze issues, and effectively represent the Mayor.
• Ability to work independently with little supervision.
• Experience in event planning desirable.

Uses a variety of equipment including computers and auxiliary devices such as printers. Office copiers, telephone and other office-related equipment. Valid driver's license required. There may be times when use of personal vehicle may be required.

Most work is performed in an office setting. Work involves extended periods of sitting, some standing, bending and reaching. Good hearing acuity. May be required (although infrequently) to lift objects weighing as much as 20 to 25 pounds. Some overnight or day…