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Executive Assistant

City of Stockbridge

Listing Summary

The City of Stockbridge has an employment opportunity for an Executive Assistant within the Community Development Department. This position is that of an executive administrative assistant who performs a wide range of administrative, customer service, project management, program related and management support tasks in the Community Development Department.  Work is varied, complex and involves customer service responsibilities as well as professional work such as research, analysis, and report generation.  Work may cover assignments dealing with every facet of the Department’s operations.  This position’s primary focus is administrative support for the Department, Planning Commission, and any other boards assigned to the department.  In addition, special projects may be assigned from time to time and may represent the department with internal and external groups and committees.

The Executive Assistant shall be able to work independently with minimal supervision and is directly responsible for timely, accurate production and completion of all assigned work, including the adequacy of the work product. 

Essential Duties and Responsibilities:

The duties assigned include, but are not limited to the following:

  • Assists the Community Development Director with administrative functions of the department including budget, payroll, communications, information/data management, travel/training preparation, internal and external coordination, meetings, and policy implementation.
  • Receives and responds to public inquiries on the telephone and in-person; provides information and refers inquiries to other City employees when required.
  • Communicates with other departmental staff on a variety of requests.
  • Compiles data for daily, monthly, and annual reports; responds to information requests and prepares reports for distribution.
  • Attends and provides staff support to the Planning Commission and other boards including the preparation of agendas, minutes, correspondence, and memos, responding to emails, filing, opening and evaluating mail, scheduling, setting and preparing for meetings, responding to requests for information, and assisting with other support as needed.
  • Files and retrieves materials and data from department computerized and manual filing systems; maintains the department's filing system.
  • Produces and maintains various confidential records, correspondence, and information, and is responsible for protecting and maintaining the confidentiality of this information.
  • Orders and manages supplies and office equipment use through departmental check-out system; issues supply and equipment (keys) to staff.
  • Assists in the response to tracks open records requests, public inquiries and internal requests for information.
  • Processes requisitions for a variety of purchases thru the purchasing system. Able to track all expenses and maintain detailed files.
  • Research special projects required by planning staff or management in conjunction with land development applications, building permits and public requests.
  • Assists in the review and processing of basic land development applications and building permits for compliance with city codes and ordinances.
  • Demonstrates the ability to review, interpret, and analyze maps and graphs.
  • Administers the Community Development liaison process for the Department including setting of agendas, presentations and research.
  • May provide planning related information to property owners, architects, developers, realtors, appraisers, and the public.
  • Prepare and create forms, pamphlets, or checklists to assist applicants, the public and staff. 
  • Assist the Community Development Director with the preparation of packets for the City Council and Planning Commission.
  • Responsible for maintaining the digital presence of the Community Development Department including the department website information, social media, and other platforms.
  • Performs other duties as assigned.

Required Knowledge, Skills & Abilities

  • A general knowledge of local governmental functions.
  • Must have excellent oral and written communication skills.
  • Skills in operation of software applications, Microsoft Office (Word, Excel, Outlook, Assess, PowerPoint, and Publisher).
  • Ability to work with minimal supervision and with general directions.
  • Ability to manage and track multiple projects and draft accurate updates for the Director and staff.

 Minimum Requirements:

Bachelor’s degree in any field and (5) years of senior or executive support experience in a local, private sector or federal government agency.  An equivalent combination of education and experience may be considered.  Must have the ability to work with minimal supervision.  Must be a team player and make a positive contribution to the organization.  Excellent customer service skills; highly organized; Experience and an advanced level proficiency with Microsoft Office Suite Products; Ability to work flexible hours to attend evening meetings; a valid State of Georgia Driver’s License.  Salary commensurate with experience.  Hiring range:  $49,328.24 to $62,893.51.

Physical Demands:

While performing duties of this job, the employee is regularly required to sit, stand, walk, operate office equipment routinely needed to perform duties.  The employee must occasionally carry, pull, push or lift up to 20 pounds.

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