Executive Assistant
Executive Assistant
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Job Description
Description
The purpose of this classification is to perform executive and administrative duties in support of operations and activities for the City Administration and Mayor. This is a non-exempt position that reports directly to the City Administrator.
Examples of Duties
- Provides administrative support to the City Administrator Assistant City Administrator and Mayor including scheduling appointments and keeping a calendar of activities for management making travel arrangements including transportation hotel accommodations and other special needs.
- Greets and screens visitors for the City Administrator Assistant City Administrator and Mayor including answering the telephone and responding to routine requests for information or assistance from employees board members the public and other individuals providing information and assistance taking messages and/or routing to appropriate personnel.
- Coordinates and plans for meetings and special events including preparing agendas and meeting packets attending meetings transcribing board of Mayor and Aldermen meeting minutes distributing documentation as appropriate maintaining records or other tasks as necessary.
- Provides word processing support to the City Administrator Assistant City Administrator and Mayor including composing correspondence typing a myriad of legal and organizational documents compiling data for inclusion in reports and other documentation.
- Maintains staff directory and contacts listing prepares reports compiles completes and prepares standard administrative forms schedules statistical tables activity reports accounting reports and other documents pertaining to city operations.
- Maintains electronic and computer files for the city organizes and updates filing systems and files compiles and classifies data for filing enters and retrieves data using database applications verifies accuracy of files and makes corrections creates and prints reports as required and performs backup of computerized files as needed.
- Receives records and prepares administrative personnel and financial documents such as purchase orders work orders calendars expenditures and invoices travel requests and other documents obtains necessary approvals identifies approved departmental expenditures and prepares for processing forwards as appropriate for payment and maintains records.
- Orders and maintains office supplies performs errands related to city business.
- Maintains current data related to city vehicles assigned to Administration for insurance purposes.
- Provides assistance and backup coverage to the Human Resources staff screening calls and greeting visitors.
- Performs other duties as assigned
Typical Qualifications
KNOWLEDGE REQUIREMENTS
Has general knowledge of the policies procedures and activities of the city necessary to the performance of duties relating to the position of Executive Assistant. Has the ability to compile organize prepare and maintain an assortment of records reports and information in an effective manner and according to departmental and/or governmental regulations. Has comprehensive knowledge of the terminology used within a municipal government. Has the ability to communicate effectively with supervisors and other staff members. Has the ability to use independent judgment in routine and non-routine situations. Has the ability to plan organize and prioritize daily assignments and work activities. Can comprehend and apply the regulations and procedures of the city. Can work under a minimum degree of supervision related to duties that require constant attention to detail and tight deadlines. Has good working knowledge of departmental rules regulations procedures and functions as required in the performance of duties. Has a good working knowledge of modern office practices procedures and equipment. Has skills in oral/written communications and public relations. Has the skill to compose a variety of memoranda or letters with only general instructions. Has the mathematical ability to handle required calculations. Can utilize and understand computer applications and techniques as necessary in the completion of daily assignments. Has knowledge of word processing and/or other software programs relevant to the position. Has the knowledge and ability to operate various office equipment including a computer printer calculator copier fax machine postage machine envelope opener shredder and telephone. Has the ability to type accurately.
EDUCATION AND EXPERIENCE
A high school diploma (or equivalent) required with experience in general clerical and accounting skills and with two to five years of experience in general office administration preferably within a local government (or related) or any equivalent combination of education training and experience which provides the requisite knowledge skills and abilities for this position.Supplemental Information
EQUAL EMPLOYMENT OPPORTUNITY STATEMENT
The City of Spring Hill is an Equal Opportunity Employer. We do not discriminate on the basis of race color religion sex national origin age disability genetic information or any other characteristic protected by law. If you need assistance or accommodation due to a disability please email Chris Clausi HR Director at
Employment Type
Full-Time
