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Executive Assistant

City of Thomaston


Listing Summary

Executive Assistant (City Hall)  

 

JOB SUMMARY

This position provides administrative assistance to the City Manager.

MAJOR DUTIES

  • Works in conjunction with City Manager & City Clerk to make preparations for City Council meetings; posts administration notices and informs news media & general public.
  • Maintains files and records for the City Manager's office
  • Composes and types correspondence, memoranda, agenda, minutes, reports, and forms.
  • Posts notices of bid openings, and other public meetings not controlled by City Clerk.
  • Verifies expenditures and processes invoices with account numbers for City Manager’s approval; prepares annual contractors reports for eVerify.
  • Maintains list of current city vehicles and equipment; maintains list of surplus vehicles and equipment to be sold by auction.
  • Makes reservations, travel arrangements, and conference arrangements for City Manager. 
  • Performs Notary Public duties as needed.
  • Maintains files and records for the City Manager's office
  • Organizes city events in conjunction with Economic Development Coordinator.
  • Maintains & coordinates social media posts & updates City website.
  • Coordinates all meetings of the City Manager.
  • Responsible for keeping an office schedule of absences.
  • Manages lunch scheduling for the Administration Department.
  • Answers the phone, takes messages, and directs phone calls to appropriate person of contact.
  • Orders and stocks office supplies 
  • Maintains all files on general liability & property/casualty insurance
  • Receives & verifies all alcohol license applications
  • Makes & files various reports
  • Attends various meetings with City Manager as directed.
  • Coordinates work assignments within City Manager’s Office
  • Maintains list of current city vehicles and equipment; maintains list of surplus vehicles and equipment to be sold by auction.
  • Performs other duties as needed. 

KNOWLEDGE REQUIRED BY THE POSITION

  • Knowledge of modern office practices and procedures.
  • Knowledge of computers and job-related software programs.
  • Knowledge of departmental policies, procedures and functions.
  • Skill in report preparation and records maintenance.
  • Skill in the provision of customer services.
  • Ability to work accurately.
  • Skill in public and interpersonal relations.
  • Ability to handle confidential matters with discretion.
  • Skill in oral and written communication.

SUPERVISORY CONTROLS

The City Manager assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results. 

GUIDELINES

Guidelines include the City Charter and Code of Ordinances, personnel policies and procedures, city purchasing policies, and state and federal laws. These guidelines require judgment, selection, and interpretation in application.

COMPLEXITY/SCOPE OF WORK 

  • The work consists of related administrative and secretarial duties. The need to perform multiple tasks simultaneously contributes to the complexity of the position.
  • The purpose of this position is to provide administrative support to the City Manager. Success in this position contributes to the efficiency of city operations.

CONTACTS                                                                      

  • Contacts are typically with co-workers, elected and appointed officials, members of the news media, vendors, and members of the general public.
  • Contacts are typically to give or exchange information, provide services, and resolve problems.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

  • The work is typically performed while sitting at a desk or table. The employee occasionally lifts light and heavy objects.
  • The work is typically performed in an office. 

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

MINIMUM QUALIFICATIONS

  • Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.
  • Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.
  • Demonstrated ability to read, understand, compose correspondence, spell, use mathematical calculations and type.

 Applicants must complete a City of Thomaston Employment Application which can be found on the City website, www.cityofthomaston.com. The City of Thomaston is an Equal Opportunity Employer. Posting Open until the position is filled or pulled. Posted 10/21 

Listing ends on:

11/1/2021