Minimum Qualifications: Associate’s degree in Business or a related field required; and five (5) years of progressively responsible work experience supporting executive/ senior level management, office administration (preferably in a municipal environment), customer service, record management, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Specific License or Certification Required: None. Specific Knowledge, Skills, or Abilities: Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all City or departmental policies, practices, and procedures necessary to function effectively in the position. |
Purpose of Classification:
This position provides administrative support to the City Manager, Department Head or Appointing Authority to include screening calls, mail, and email messages and initiates appropriate action/response; composes, types, edits, or proofreads correspondence on behalf of the City Manager, Department Head or Appointing Authority; keeps the executive leader informed of significant matters, messages, documentation, or other information; conducts special projects as needed; and maintains confidentiality of the executive leader's documentation and issues.
Essential Functions:
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Coordinates arrangements for various meetings; notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; maintains records.
Processes a variety of documentation associated with office operations within designated timeframes and per established procedures; receives, reviews, records, types, and/or distributes documentation; enters data into computer systems; logs, tracks, or maintains records regarding office activities; compiles data for further processing or for use in preparation of department reports; files, maintains, and stores hardcopy records.
Coordinate travel arrangements, accommodations, conference registrations, or other travel-related plans for the City Manager, Department Head or Appointing Authority; Communicates with managers, employees, volunteers, City officials, other municipalities, government agencies, attorneys, engineers, contractors, vendors, sales representatives, customers, the public, community organizations, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Highly proficient with MS Office (Word, Power Point, Excel, etc.) applications; Maintain strict confidentiality and conducts business in a mature and professional manner (in person, on the phone and within all correspondence).
Additional Functions:
Performs other related duties as required.
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