Listing Summary

The City of Fairburn is seeking an experienced and professional Executive Assistant to the Mayor.  The incumbent will perform executive administrative, legislative, and technical functions and act as a liaison with local, state, and federal agencies while fostering close working relationships with the City Manager, City Council, department heads and staff, various community leaders in schools, businesses and public agencies, and media representatives. This position requires a high degree of confidentiality and discretion in a publicly sensitive environment.  

 

Hiring Range:            $68,575.12 - $75,432.63 Annually (Depending on qualifications)
 
Work Days/Hours:    Monday – Friday
                                    8:00 a.m. - 5:00 p.m.

 

Posting Start:         10/18/24

Posting End:           11/21/24

JOB SUMMARY

This position is responsible for performing executive administrative, legislative, and technical functions while managing the office functions of the Mayor’s office. Responsibilities include assisting in a variety of initiatives, projects, events, legislative priorities, and issues including researching and responding to questions from citizens and stakeholders. This position will act as a liaison with local, state, and federal agencies while fostering close working relationships with the City Manager, City Council, department heads and staff, various community leaders in schools, businesses and public agencies, and media representatives. This position requires a high degree of confidentiality and discretion in a publicly sensitive environment. Reports to the Mayor. 

 

ESSENTIAL JOB FUNCTIONS

• Provides executive administrative and technical and office management support to the Mayor and occasionally provides assistance to members of City Council at the direction and approval of the Mayor.
• Receives and responds to a variety of inquiries, concerns and complaints from citizens and City stakeholders; Screens and transfers calls, letters, and email as appropriate. Assists in the resolution of problems and concerns through explanation of City or departmental practices and policies.
• Prepares responses to correspondences; coordinates proclamations and other documents to be issued by the Mayor in partnership with the City Clerk’s Office.
• Schedules the Mayor’s appointments, meetings, and appearances, maintaining a disciplined, organized schedule.
• Arranges the Mayor's travel itinerary, reservations, security, and all logistical details working with the Communications Department as necessary.
• Reserves City facilities for meetings as necessary; Processes documents for payment of invoices and/or reimbursement of business expenses in partnership with the City Clerk’s office.
• Routes press inquiries and news releases to the Communications Director according to Communications protocol and works collaboratively on preparing speeches, talking points and quotes for the Mayor. Maintains a good working relationship with members of the media; supplies appropriate and accurate information as authorized.
• Keeps accurate logs of all contracts, bonds, agreements, letters, MOU’s, proclamations, meeting minutes or other legal documents which the Mayor signs and routes for final disposition through the City Clerk’s Office.
• Assists with meeting preparation for work sessions and council meetings to include preparing supporting documents for the agenda packet that require legislative action on behalf of the Mayor’s Office. Reviews full agenda packet and prepares the Mayor prior to the meeting.
• Conducts legislative research in response to city council agenda items and/or to constituent questions and concerns.
• Alerts the Mayor to information and problem areas needing attention or awareness; protects sensitive and confidential information requiring a high degree of discretion.
• Attends work sessions & council meetings of the City Council and other meetings as assigned.
• Attend workshops and training sessions as needed.
• Performs other related duties as assigned.

Qualifications

QUALIFICATIONS

Education and Experience:

Requires a Bachelor’s degree in Business Administration, Public Administration, Communications, Political Science, or related field; supplemented by five (5) years of management, public relations, governmental affairs, or related experience including at least 2 years supporting a government agency, public official, or executive, or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Municipal or other governmental experience preferred.

 

Licenses or Certifications:

State of Georgia Driver’s License

Special Requirements:

Requires an acceptable general background check to include a local and state criminal history check and an acceptable driving record.

Requires satisfactory results from a pre-employment alcohol and controlled substance testing.

Knowledge, Skills and Abilities:

• Knowledge of 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.
• Knowledge of computer data entry systems and word processing applications.
• Knowledge of City and Department policies, procedures, directives, rules, and regulations; including City Charter and Code of Ordinances
• Skill in project management and implementation.
• Skill in communicating and interacting with subordinates, elected officials, management, employees, members of the public and any other group involved in the activities of the city.
• Ability to prioritize and plan work activities, utilizing time efficiently.
• Ability to demonstrate accuracy and thoroughness, monitors own work to ensure quality and applies feedback to improve performance.
• Ability to manage difficult situations, respond promptly to needs, solicit consultant feedback to improve service, and respond to requests for service.
• Ability to exercise discretion and to maintain confidentiality and safeguard sensitive information.
• Ability to maintain a high degree of accuracy in composing, proofreading and typing correspondence, forms, reports, spreadsheets and presentations.
• Ability to communicate with and establish and maintain an effective working relationship with co-workers, elected officials and with external customers.
• Ability to use sound judgment in making day-to-day decisions concerning assigned duties and responsibilities.
• Ability to efficiently use a computer and office software, printer, scanner, telephone and other standard office equipment.
• Ability to speak clearly and persuasively; listens and gets clarification when necessary; responds well to questions; demonstrates presentation skills; participates in meetings.
• Ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.
• Ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.

PHYSICAL DEMANDS

The work is sedentary work which requires exerting up to 10 pounds of force. Work requires Work requires the ability to exert light physical effort which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight. Tasks may involve extended periods of time at a keyboard or workstation. Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, and visual cues or signals.  Some tasks require the ability to communicate orally.

WORK ENVIRONMENT

Work is performed in an office environment. Essential functions are regularly performed without exposure to adverse environmental conditions.

The City of Fairburn is an Equal Opportunity Employer. To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. In compliance with the American Disabilities Act (ADA) reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential job functions. Prospective and current employees are encouraged to discuss accommodations with the employer.