Executive Coordinator (RFT-Exempt

Job Summary

This position is responsible for providing executive administrative support to the Borough Executive Officers, which may include the Mayor, Borough Manager, Deputy Manager, and other Administrative program staff as assigned.

Work is performed and duties are carried out in accordance with established policies, procedures, and Borough core values:
Accountability, Customer Focus, Dedication, Integrity, Responsiveness and Teamwork.

This is a non-bargaining unit confidential position.

N1 - N5 - DOE

Associate’s degree in a course of study directly related to the occupational field. High School diploma or equivalent and any combination of post-secondary education or experience which provides the expertise required to perform effectively the functions of the position may substitute for the Associate degree on a year-for-year basis.

Five (5) years of progressively responsible experience in the occupational field, sufficient to understand the major duties of the position, and to be able to answer questions and resolve problems, including four years supporting senior executive level positions. Experience related to work performed by the department is preferred. Relevant experience includes providing executive administrative support; managing calendars, meetings, and travel arrangements;

preparing correspondence, reports, presentations, agendas, and minutes; coordinating communications with internal and external stakeholders; maintaining confidential records and filing systems; coordinating public records requests; organizing meetings and events; assisting with budgets, invoices, and purchasing; supporting special projects; and resolving administrative issues in a timely and professional manner.

Possession of or ability to readily obtain a valid driver’s license issued by the State of Alaska for the type of vehicle or equipment operated. If assigned driving duties/responsibilities, candidate must be at least 19 years of age with one (1) year of driving experience.

Possessionoforabilitytoobtain Notary Public Commissionfromthe Stateof Alaskawithinsixmonthsif  requiredforassignedarea.

Completion of Incident Command System (ICS) courses, IC S 100 and IS 700, within ninety (90) days of hire.

Must successfully pass a pre-employment background check.

Providesliaisonassistancewith Borough Executive Office and Administration staff contactswithinandoutsidetheorganization;obtainsanddisseminatesinformation;conveys

Manager’sdirectionstosubordinates and Borough staff; mayact asmaincontact personforthe Manager and Administration staffwithvariousstate,federal,and local agencies.

Assists with coordinating, administering and monitoring the Borough Executive Office budget process; assists with preparation of preliminary budget estimates for the Manager; monitors and oversees budget expenditures; requests budget adjustments as needed; administers grant contracts under the Manager's or Administration staff’s direction.

Assists with coordinatingandmonitoring the legislative priority process for federal and state priorities as directed by the Manager.

Assists with gathering information to enter and maintain CAPSIS entries for legislators; may assist Manager with fielding legislators' CAPSIS inquiries; may serve as liaison between the Borough Manager and federal and state legislators, lobbyists, and others.

Resolves problems; prioritizes questions and concerns for the Borough Executive Office’s attention.

Assists with maintaining the Borough Executive Office’s schedule, appointments, meetings, and events; prepares agendas and attends meetings with the Borough Executive Office or Administration staff, as requested.

Accepts, prioritizes, and handles all incoming and outgoing correspondence.

Serves as the main point of contact for public records requests for the Borough Executive Office, as well as multi-departmental requests;
Coordinates and tracks records, timelines and responses.

Assists the Executive Team with any public records requests by gathering documents, making records available, and following the policies, procedures, and retentions regarding public records.

Assists with…