Assistant to the City Manager

GENERAL FUNCTIONS

The Assistant to the City Manager handles a wide range of administrative and executive support related tasks associated with providing highly visible, sensitive and confidential support to the City Manager and other Department Directors as assigned. A high level of professionalism and confidentiality is crucial in this position.

JOB FUNCTIONS AND MAJOR ACTIVITIES

1. Act as administrative assistant and first point of contact for the public to the City Manager's Office. Maintains the City Manager's appointment calendar and schedules meetings; arranges travel; places calls and announces visitors; attends to administrative details related to the City Manager's office. Composes correspondence with only general outline of required content. Process attorney invoices, check requests, travel authorizations, and other financial transactions as directed.
2. Maintain City Manager's files and is familiar with necessary files and library materials throughout the City. Conducts research as necessary and provides administrative and technical backup.
3. Responsible for preparing, compiling, and arranging for the publication of monthly and annual departmental statistics.
4. Perform research, analysis, studies and reports on special projects and grants as assigned by City Manager.
5. Supports Special Projects and Communications with city communications, compose draft memos, media releases, correspondence, website stories, and other informational materials; Covers a variety of topics to support City communications and marketing efforts, including newsletters, website copy, and brochures and press releases;
6. Assist in the development and implementation of communication campaigns for various City initiatives and services;
7. Serve as deputy public information officer under the guidance of the lead PIO.
8. Coordinate public engagement opportunities in conjunction with various City projects and long-range planning initiatives
9. Responsible for scheduling, coordinating and overseeing political and city events, grand openings, etc. as directed by the City Manager.
10. Supervises City of Homer Alaska Public Risk Alliance (APRA) Safety Program which includes but is not limited to providing online or printed versions of various safety courses for existing employees, setting up new employees with APRA permissions as-needed, coordinating with APRA representatives on program.
11. Provide administrative support for HR Director and Special Projects Coordinator as assigned.
12. Responsible for acting as City liaison for the annual Homer Steps Up program and administering program as City of Homer employees contact/ team leader.
13. Responsible for planning employee appreciation events.
14. Responsible for ordering and maintaining supplies for City Manager's office.
15. Perform other duties as assigned by City Manager.

 

SKILLS, KNOWLEDGE AND ABILITIES

Five years of administrative experience in office environment with public contact. Requires high degree of written and verbal skills in composing letters and contact with the public. Ability to research, plan and mobilize resources. Work requires continual attention to detail in composing, typing, data entry and proofing materials, establishing priorities and meeting deadlines. Able to operate such general office machines such as a, personal computer, FAX and photocopier. This individual should have excellent typing skills and extensive knowledge of computer software applications that includes word processing, spreadsheets, database and presentation software (MSWord, Excel, and Power Point). The incumbent must have a high level of interpersonal skills to handle sensitive and confidential situations. The position continually requires demonstrated poise, tact and diplomacy. Ability to Speak for and represent the City Manager as directed. Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands. Ability to interact with City department Heads and other Public Officials. Associate's degree required, Bachelor's preferred.

DECISION MAKING RESPONSIBILITIES/AUTHORITY

Required to handle routine tasks and capable of composing correspondence with minimal supervision. Responsible for having working knowledge about all City activities and departments. Independent judgment required in handling public inquiries and/or problems. Carries out procedures at a City-wide level. Minor budget authority at department level. Activities are a major source of potential liability to the City.

SUPERVISORY AUTHORITY

None.

EXTERNAL VISIBILITY/CONTACT

High frequency of contact with the public and news media and with other employees and Department Directors/ Key City Personnel seeking information and assistance pertaining to the functions of the City Manager's office and other City functions. Moderate frequency of contact with government officials and presentation and attendance at public meetings. High frequency of contact with key service personnel.

WORKING CONDITIONS
Office environment. May be required to travel for meetings and attend evening meetings as assigned. Low frequency of exposure to hazardous working conditions in dealing with irate members of the public. While performing the duties of this job, employee will frequently be required to use hands and fingers dexterously to operate office equipment, will be required to communicate orally, regularly required to sit, stand, walk, occasionally required to stoop, kneel, or crouch and reach with hands and arms and lift up to 25 pounds. Specific vision abilities required include close vision and ability to adjust focus.