Executive Assistant To City Manager

This position is responsible for providing high-level administrative support by conducting research, preparing reports, and handling information requests relative to the needs of the City Manager’s Office using independence and discretion.  In an incumbent in the classification works under limited supervision with considerable latitude for the use of initiative and independent judgment.  This position reports directly to the City Manager.(The duties listed below are the normal duties and responsibilities of this position.   The omission of specific statements related to the duties and responsibilities of this position does not exclude them if the work is similar, related or reasonable within the scope of the position.) 
 

• Reads and analyzes incoming correspondence, including faxes and email to determine their significance and plan response and distribution.
• Drafts reports and correspondence for public presentation and dissemination.
• Performs a variety of responsible administrative duties relative to the needs of the City Manager and the City Manager’s Office, including; filing, copying, scheduling appointments and meetings, screening telephone calls, handling incoming/outgoing mail, assisting in major projects as assigned.
• Prepares a variety of documents, technical and statistical reports, data for publication and other material where knowledge of format and presentation is necessary.  
• Meets with residents on complaints and answers correspondence for the Manager independently.
• Reviews and checks records, forms and other documents for accuracy, completeness and conformance to rules and regulations.
• Researches, plans and coordinates special programs and projects by working with consultants, contractors and City departments in order to assure that program activities are implemented and completed effectively and in a timely manner.
• Meets with public officials, civic organizations, and other groups to explain various programs or projects, to coordinate the implementation of programs/project.
• Collects information from a variety of sources and compiles data for special and periodic reports.
• Serves on selection committee as requested.
• Develops, organizes, and conducts specialized research and other programs as requested by the City Manager.
• Performs other related duties as required.

• Bachelor’s degree in Public/Business Administration or a related field and three to five years of responsible administrative experience is required.

• Considerable public contact is necessary requiring tact and courtesy of the highest degree.  Personal contact either telephone or in-person are frequent, requiring the ability to provide information or handle requests in a highly professional manner. 
• The employee must utilize independent judgment and initiative in completing assignments and in resolving issues related to the City
• Thorough knowledge of standard office management practices and procedures, and procedures related to municipal government;
• Thorough knowledge of business English, spelling and arithmetic, fluency in Spanish and Creole desirable.
• Ability to interpret and apply policies and procedures.   Ability to keep accurate records.
• Ability to establish and maintain effective working relationships with other employees, City officials and the general public, with tact, courtesy and patience. 
• Ability to work independently in the absence of specific instruction; and to understand and follow written and verbal instructions.   
• Ability to problem-solve independently and make suggestions for improvement.
• Ability to accomplish assignments delegated through written and/or oral directions; ability to plan and supervise the work of others.