Executive Administrative Assistant

Executive Administrative Assistant# Executive Administrative Assistant Hot Job City Hall - Union City, GA 30291## Overview Salary Range $52,654.02 - $52,654.02 Salary/year Position Type Full Time## Description

GENERAL

DUTIES AND RESPONSIBILITIES:

* To support the vision, mission and guiding principles of the city.
* While performing any procedure, all associates and contract personnel must observe applicable Safety, Health, and Environmental rules and guidelines. The use of appropriate personal protective equipment is required.
* Attend and participate in training opportunities and seminars relevant to this position.
* Adhere to appropriate City operating procedures, benefit rules, employment, and safety policies/practices.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

* Assess incoming communications from constituencies to the Mayor’s Office (including telephone calls and e-mail messages and other forms of communication) and using independent judgment to determine the communications requiring priority attention.  Facilitate appropriate and timely responses and ensure satisfactory closure is achieved
* Liaison with City Departments to conduct research and secure timely resolution of a wide variety of citizen problems and concerns
* Prioritize, channel, and facilitate communication from department heads, and department coordinators through the travel.  Ensure appropriate and timely responses are provided by following up as needed
* Review and research statistical and administrative information as needed for the Office of the Mayor and General Operations
* Manage purchasing activities for the Office of the Mayor and General Operations.  Prepare and process requisitions and gather quotes for submittal to the City’s Finance Department
* Research and analyze projects;
Write after action reports;
Assist with monitoring projects including timelines and deliverables;
Brief Office of the Mayor and General Operations accordingly
* Assist in supporting a variety of operations-based projects. Perform a wide variety of executive administrative duties as required by daily operations in the Office of the Mayor and General Operations
* Using current computer software programs to prepare drafts of documents and finished documents,
* Reviewing finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate language.
* Receive and distribute incoming and outgoing mail; review and evaluate mail to identify those items requiring priority attention
* Independently respond to letters and general correspondence of a high level to routine nature
* Attend meetings on behalf of the Office of the Mayor and General Operations
* Ability to post and maintain content on social media
* Maintain appointment schedules and calendars for the Office of the Mayor and General Operations; arrange meetings and conferences
* Assemble background materials, prepare agendas, and record action
* Provide follow up to assignments given to management staff by the Mayor and General Operations; provide status reports to Operations

ADDITIONAL DUTIES AND RESPONSIBILITIES
* 25% travel required (up to 5% overnight travel)
* Occasional nights and weekends
* Preparation of travel documents
* Any other duties as assigned

JOB SCOPEJob has recurring work situations involving high degrees of discretion.  The need for accuracy and effective utilization of available resources is high.  Errors in judgment could cause disruptions to the City’s mission and adversely impact attainment of the City’s goals.  Incumbent operates independently but results are monitored by the General Operations. Content of work priorities are largely self determined.

COMMUNICATIONS/CUSTOMER CONTACTContacts are across the entire City community and in a leadership capacity.  Community contact is a critical component of success in developing good will and support of City programs and initiatives.## Qualifications

COMPETENCIES/SPECIFIC EXPERIENCE OR TRAINING PREFERRED:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.…