Executive Assistant

This recruitment may be used to fill multiple vacancies within various City departments.

Performs a variety of responsible, high-level administrative and professional duties relative to the needs of the Director and the Director's Office, using independence and discretion. This position provides high-level administrative support by conducting research, preparing reports, and handling information requests on behalf of the Director. The incumbent works under limited supervision with considerable latitude for the use of initiative and independent judgment. This position reports directly to the Director.

ADA REQUIREMENTS
Individual's sensory modalities (vision and hearing) and physical capabilities (ambulation, strength, coordination, dexterity, range of motion) must be sufficient to perform the essential functions of the position.(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.) 

• Prepares a variety of documents, technical and statistical reports, and data for publication where knowledge of format and presentation is necessary.
• Reads and analyzes incoming correspondence, including faxes and email, to determine significance and plan response and distribution.
• Meets with residents and stakeholders on complaints and answers correspondence on behalf of the Director 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 to ensure activities are implemented and completed effectively and in a timely manner.
• Develops, organizes, and conducts specialized research and other programs as requested by the Director.
• Coordinates communication between the Director and other City departments, elected officials, outside agencies, and the public.
• Manages the Director's calendar; schedules appointments and meetings; prepares agendas and briefing materials.
• Assists in the preparation, monitoring, and administration of the departmental operational budget.
• Handles confidential and sensitive information with a high degree of discretion.
• Screens telephone calls; handles incoming and outgoing mail; assists with major projects as assigned.
• Performs other related duties as required.

• Bachelor's degree in Public Administration, Business Administration, or a related field, and three (3) to five (5) years of responsible administrative experience is required, or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

Physical Requirements: Must be physically able to operate a variety of machinery and equipment, including computers, typewriters, audio tape recorders, copiers, calculators, etc.  Requires the ability to exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.  Physical demand requirements are in excess of those for sedentary work.  Light work usually requires walking or standing to a significant degree.  However, if the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work. 
Special Requirements: This position is designated as an Essential Employee. The incumbent may be required to report to work before, during, and/or after declared emergencies, as directed, to support the continuity of City operations. Completion of National Incident Management System (NIMS) training at the appropriate level is required.