Executive Assistant

CITY OF HENDERSON, KENTUCKY
CLASSIFICATION SPECIFICATION

CLASSIFICATION TITLE:EXECUTIVE ASSISTANT 


PURPOSE OF CLASSIFICATION

The purpose of this classification is to provide administrative and secretarial assistance to the Office of the City Manager.

ESSENTIAL FUNCTIONS

The following duties are normal for this position.  These are not to be construed as exclusive or all-inclusive.  Other duties may be required and assigned.

•Perform administrative and secretarial duties with wide latitude for exercising discretion and judgment and prioritize multiple assignments, follow projects through to completion, and react to change productively while exercising appropriate levels of confidentiality.
•Perform all duties with minimal direct supervision.
•Gathers, organizes, and prepares items for meeting agenda; collates and distributes agenda packets and informational materials to the Board of Commissioners, City Manager, and various department heads.
•Follows up on previous board meeting by compiling requested data, transmitting as appropriate, and preparing related reports and correspondence as requested.
•Answers telephones and provides information, screen callers, takes/relays messages, or routes as appropriate; evaluates requests/complaints and reports to appropriate department for resolution.
•Schedules meetings and appointments for City Manager and Board of Commissioners; arranges for out of town meetings and travel itinerary; maintains calendar.  Reviews all City travel requests for accuracy.  
•Opens and sorts incoming mail; evaluates, copies, and/or distributes mail as appropriate.
•Processes certain permits requested from the City, including temporary and permanent right-of-way encroachment permits, mobile food vending permits, sidewalk dining permits, and event permits.
•Processes right-of-way closures.
•Processes Administrative Hold reviews requested by various departments.
•Processes and maintains record of the participating vendors for the Entertainment Destination Center/Sunset District annually.
•Reviews and audits department expenses; receives and audits computer printouts on a monthly and year-to-date basis regarding departmental status report, revenue summary and expenditure summary reports, year-to-date expense reports.
•Prepares claim vouchers or purchase requisitions; prepares forms for annual budget.
•Prepares and audits department payroll and leave slips as required; audits payroll for department heads.
•Prepares public hearing notices per budget requests; researches previous fiscal year’s files and updates names, addresses, and related data; composes and transmits correspondence to prior year’s recipients regarding new agreements.
•Types, and edits a variety of correspondence, memoranda, reports, and related documentation from rough draft; double check / edit documents produced by others prior to final disposition / distribution.
•Composes correspondence, memoranda, reports, a portion or all of which may be composed or compiled on the basis of personal knowledge of the subject matter or as instructed or in accordance with precedent.
•Study reports / documents received, check and compare with previous reports or other data, and bring to the attention of the executive significant items, changes, errors or omissions. 
•Produces and maintains computerized / hard copy files.
•Performs detailed and special research projects and responds to requests for information regarding ordinances, laws, policies, and rules, and fiscal, administrative, and program functions pertaining to the operation of the organization.
•Performs a variety of routine clerical tasks, such as filing, copying, faxing, and performing data entry tasks; prepares a variety of forms as needed.
•Responsible for maintaining a current Notary Public commission to support notarization of required documents.
•Designated and sworn in as Acting City Clerk when the City Clerk is unavailable.

ADDITIONAL FUNCTIONS

Performs other related duties as required, necessary, or assigned.

MINIMUM QUALIFICATIONS

High school diploma required; Associate’s degree with course work emphasis in secretarial science, business practices, or closely related field preferred; Six (6) years progressively responsible experience that includes executive secretarial work required; excellent analytical skills, interpersonal skills, problem solving skills, strong communication skills, writing and editing skills required; proficiency in Microsoft Office products including Word, Excel, Power Point, and Desktop Publishing required; or any equivalent combination of education, training, and experience which  provides the requisite knowledge, skills, and abilities for this job.  Typing / keyboarding speed of 40 w.p.m. required.  

PERFORMANCE APTITUDES

Data Utilization:  Requires the ability to review, classify, categorize, prioritize, and/or analyze data.  Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.  
Human Interaction:  Requires the ability to apply principles of persuasion and/or influence over others in a de facto capacity under the authority of the City Manager.
Equipment, Machinery, Tools, and Materials Utilization:  Requires the ability to operate and control the actions of equipment, machinery, tools and/or materials requiring complex and rapid adjustments. 
Verbal Aptitude:  Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
Mathematical Aptitude:  Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Functional Reasoning:  Requires the 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.
Situational Reasoning:  Requires the ability to exercise judgment, decisiveness, confidentiality, and creativity in situations involving evaluation of information against measurable or verifiable criteria.

ADA COMPLIANCE

Physical Ability:  Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.
Sensory Requirements:  Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Many tasks require the ability to communicate orally.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

This job description does not constitute a contract of employment.  Any oral or written statements or promises to the contrary are hereby expressly disavowed and should not be relied upon by any prospective or existing employees.  This job description is subject to change by the employer (the City of Henderson) at the discretion of the employer, or as the needs of the employer and/or requirements of the job change.  The City of Henderson explicitly reserves the right to modify any of the provisions of this job description at any time and without notice.  The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties or essential functions does not exclude them from the position if the work is similar, related, or a logical assignment to the position.