Executive Assistant MC

Executive Assistant

The Executive Assistant performs highly responsible clerical and administrative support activities and responds to customer service inquiries from the public and City employees.

Education / higher education: AA Degree or equivalent

For required college degrees, applicable field(s) of study:
Human Resources, General Business or Accounting.

Minimum number of years of directly related experience:
Five years in an administrative support role. In lieu of a degree, incumbent must possess seven years of experience.

Education and/or experience preferences:
Prefer experience in a municipality, county, state government, or other high-level administrative position in a governmental entity

Driver's License requirement:
Infrequent Driver -- Regular Driver's License Required Endorsements:
None

Note -- For any driver, driving record must always meet City driving and insurability standards.

Required certifications, licenses or registrations:
Notary Public

Time given after hire/promotion to obtain certification or licenses: six months

Preferred certifications, licenses or registrations: if working in the HR Dept—PHR preferred

Knowledge:
General office procedures, equipment and protocol; understanding and working knowledge of the administrative functions of a high-volume department.

Skills:

Must be able to type rapidly and accurately enough to successfully produce documents/spreadsheets, communicate via e-mail, or perform data entry as necessary to accomplish the essential functions of the position (should be able to test at 45 net wpm). Use of technology, equipment and software typically used in the office environment. Typical office equipment (computer, fax, printers, calculator), Microsoft Suite of products such as Word, Excel, Access, Powerpoint, HTE System.

Abilities:
Must possess the ability to think through complex situations and formulate a recommended course of action. Must be able to maintain confidentiality, consistency and accuracy amidst diverse information sources.

Interaction with Groups/Agencies/Entities:
Works with department staff, supervisors and managers on routine assignments and special projects. Maintains harmonious, courteous, and understanding relationships, while fostering a collaborative teamwork environment. Responds to requests from other employers for confidential employee information. Presents a friendly and courteous image for the city with job applicants, the general public, employees, and public officials.

The following functions are typical for this position. The omission of specific functions does not exclude them if the work is similar, related or a logical assignment for this position. Other duties may be required and assigned.

• Serves as first point-of-contact for visitors and guests in person and on the phone; solicits and obtains applicable information to determine course of action; resolves issues, dispenses information, and makes appropriate referrals.
• Assists the public and employees with applications, forms and other documents; provides instructions, addresses questions and interprets policies and procedures.
• Drafts, prepares and transmits correspondence and other communications as necessary; assembles and distributes information packets and other items; produces informational materials.
• Manages the ordering and maintenance of office supply inventories and departmental equipment; tracks and maintains work orders and monitors contractual agreements.
• Performs various administrative functions; performs clerical duties such as typing, filing, record keeping, copying, log in and track files/documents, scanning and data entry functions; maintains personnel files, records and databases; processes time sheets; distributes daily mail.
• Receives/maintains/coordinates invoices for departmental purchase orders and P-Card purchases. Assists in the department budgetary process by monitoring funds as appropriate as well as procurement of applicable materials and services.
• Administers the department's performance evaluation system.
• Researches and compiles data…