Listing Summary

POSITION SUMMARY

The Executive Assistant works under the supervision of the City Manager. This position may also provide assistance to other members of the City Manager’s executive leadership team.  Will provide a variety of specialized complex administrative analysis to support the City Manager and will supervise clerical and other support staff. 

MAJOR DUTIES AND RESPONSIBILITIES include the following. These are typical responsibilities for this position and should not be construed as exclusive or all inclusive. Other duties may be assigned.

• Performs a wide variety of executive administrative duties as required by daily operations as assigned
• Coordinates office activities and schedules; develops and recommends office policies, procedures and systems; ensures smooth office operations.
• Compiles travel expense reports and credit card reconciliations for City Manager
• Maintains and schedules appointments, manages calendars, and makes travel arrangements for the City Manager, Deputy City Manager and other Executive leadership staff as needed.
• Plans, organizes, coordinates, and manages events for the City Manager’s office such as citizen townhalls, speaking engagements, internal employee events, etc.
• Collaborates with the City Clerk’s office and Human Resources to coordinate, plan, organize, and manage employee and elected official retreats.
• Collaborates with the Human Resources Department for internal employee communication, internal employee program and event promotions and logistics, and other projects as necessary.
• Plans, coordinates, and ensures the City Manager’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role to ensure efficient use of the City Manager’s time.
• Assists the City Manager with citizen contacts to ensure timely and concise responses.
• Attends City Council and other meetings with the City Manager, as needed. Makes detailed notes meetings to assist City Manager with documentation.
• Represents and supports the City Manager with City Council, employee and citizen group discussions and meetings. Monitors the pending items list and keeps the City Manager informed about projects and issues of importance to Council. Provides the City Manager with accurate and timely information to support decision-making and policy direction.
• Articulates and communicates directives, city objectives, or reports on work in a manner that is easy to understand by citizens, staff, and elected officials.
• Remains well informed on the policies, and city ordinances and reports violations of any of these.
• Provides progress and activity reports to senior management; and assists with the revision of procedure manuals as appropriate.
• Works cooperatively with all employees toward the common goal of providing high quality service.
• Researches and analyzes routine administrative projects for the City Manager.
• Prepares and reviews written communications and reports; drafts correspondence, schedules, memos, spreadsheets, and other documents from notes, dictation and other sources.
• Independently responds to letters and general correspondence of a routine nature.
• Proofreads and edits documents for accuracy and format; distributes documents as instructed.
• Provides follow-up assignments given to members of the management team by the City Manager and provides status reports
• Provides guidance and training as required for staff, interns, temporary employees, etc.
• Collaborates with the Human Resources Department for internal employee communication, internal employee program and event promotions and logistics, and other projects as necessary.
• Protects sensitive and confidential information requiring a high level of discretion

• Performs related duties as assigned

MINIMUM QUALIFICATIONS

Bachelor's degree in business or public administration, or related field. 5 years of management, public relations, communication, or related experience. Or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Certificates, Licenses and Registrations

None required

Must possess and maintain a valid Georgia driver's license. 

Knowledge, Skills and Abilities

• Good organizational, management, human relations, and technical skills.
• Use of computers.
• Management and administrative practices, policies and procedures as necessary in the completion of daily responsibilities.
• Knowledge of all applicable laws, ordinances, policies, standards and regulations pertaining to the specific duties and responsibilities of the job.
• Communicating and interacting with subordinates, elected officials, management, employees, members of the general public and any other groups involved in the activities of the City.
• Keep abreast of any changes in policy, methods, operations, budgetary and equipment needs, etc. as they pertain to operations and activities. 
• Prioritizes and plans work activities and use time efficiently
• Demonstrates accuracy and thoroughness, monitors own work to ensure quality and applies feedback to improve performance
• Interacts and communicates clearly with coworkers, citizens and vendors in a courteous, friendly matter
• Manages difficult situations, responds promptly to needs, solicits consultant feedback to improve service, responds to requests for service and assistance and meets commitments
• Exhibits tact, consideration, and patience in difficult situations
• Approaches sudden, unexpected challenges effectively with confidence
• Punctual, follows instructions, responds to management direction and solicits feedback to improve performance

• Problem Solving - Identifies and resolves problems time efficiently; Gathers and analyzes information; Develops solutions; Uses reason.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Organizes or schedules other tasks; Develops realistic action plans.
• Oral Communication - Speaks clearly and persuasively; Listens and gets clarification when necessary; Responds well to questions; Demonstrates presentation skills; Participates in meetings.
• Written Communication - Writes clearly and concisely; Edits work; Presents numerical data effectively; Able to read and interpret written information.

 

OTHER REQUIREMENTS

Essential Capabilities and Work Environment Required physical, lifting, and sensory capabilities are requirements to perform the job successfully. Typical environmental conditions associated with job.

May work an adjusted schedule for assisting in events occurring after 5:00 p.m. such as meetings, or planned events.

REQUIREMENTS INCLUDED IN THIS CLASS SPECIFICATION MAY BE SUBJECT TO MODIFICATION IN ORDER TO REASONABLY ACCOMMODATE INDIVIDUALS WITH DISABILITIES WHO ARE OTHERWISE QUALIFIED TO PERFORM THE ESSENTIAL DUTIES OF THE JOB.