Executive Assistant to the City Manager

Live Oak, CA - USA

Yearly Salary: $ 57813 - 62258

Posted on: 30+ days ago

Vacancies: 1 Vacancy

Job Summary

Executive Assistant to the City Manager

Position Summary

Under administrative direction of the City Manager performs a variety of highly responsible confidential and complex administrative secretarial and executive support duties for the City Managers Office; to relieve staff of clerical and administrative tasks and to do other work as required. The primary responsibility is to manage the administrative work of the City Managers Office and to ensure efficient service for the Office of the City Manager City Council and the public. Responsibilities require tact discretion diplomacy initiative and independent judgment as well as knowledge of City activities and a strong ability to implement City administrative procedures. This class is distinguished from other office administrative classes in that the nature scope and diversity of responsibilities require a broader understanding of City functions and the competence to perform duties that require the exercise of discretion and independence with respect to matters of significance

Essential Functions:

Essential functions as defined under the Americans with Disabilities Act may include any of the following representative duties knowledge and skills. Essential duties and responsibilities may include but are not limited to the following:

Organizes and maintains calendar for City Managers Office; arranges meetings travel and conferences for City Manager and for members of the City Council for City business; coordinates expense reimbursements.
Monitors and tracks the status of special projects priorities and Council inquiries.
Assists in a variety of City Managers Office operations; performs special projects and assignments as requested; maintains confidentiality of highly sensitive information.
Responds to public inquiries complaints and requests. Logs them in database as appropriate. Provides information to the public regarding City services such as street maintenance water quality trash collection public meetings and other matters.
Schedules committee and staff meetings and appointments; assists in coordinating workshops professional conferences and special events and prepares meeting location.
Composes and drafts memoranda correspondence and other documents and reports often of a highly sensitive and confidential nature; ensures materials and reports for signature are accurate and complete; proofreads and checks typed and other materials for accuracy completeness and compliance with City standards policies and procedures.
Receives and screens visitors and telephone calls providing information and handling issues that may require sensitivity and use of sound independent judgment; responds to requests for information and complaints refers matters to appropriate City staff and/or takes or recommends action to resolve the request or complaint.
Screens and directs incoming mail and email communications; determines the priority level and routes incoming correspondence reports requests and instructions; handles or refers matters as directed; acts as a liaison in coordinating matters between the City Managers Office and other department heads and managers; refers or recommends referral of matters to appropriate departments and staff for follow-up action and report; periodically reviews outstanding items in the system for needed action and closure.
Researches and assembles information from a variety of sources for the preparation of records and reports; conducts special studies and provides information to the City Manager or other department head.
Prioritize work load effectively; relay instruction information and decisions from City Administration as directed.
Perform executive administrative assistant functions; serve as the primary receptionist for phone calls and visitors in the City Managers Office.
Reconcile purchasing card expenses for City Administration.
Pay bills for expenditures type forms charts statements and various legal documents as required.
Make effective decisions without constant supervision.
Initiate and maintain a variety of files and records for information related to City Administration.
Learns the rules regulations standards policies and procedures for a wide variety of municipal activities.
Serve as the departmental web contact and update web pages.
Keep City Manager informed of current issues and or developments that may occur within the organization.
Promote a team mentality.
Performs other related duties as required.

Job Requirements:

Knowledge of:

Knowledge of the operational characteristics services and activities of the City Managers Office and the principles of City government administration organization budget and personnel management.
Knowledge of the organization and operation of the City as a whole and outside agency as necessary to assume assigned responsibilities.
Knowledge and understanding of the vision mission statement goals and values of the City of Live Oak.

Skill/Abilities:

Skill in demonstrating strong organizational traits while showing close attention to detail.
Skill in demonstrating excellent and effective written and oral communications skills.
Skill in exhibiting strong interpersonal/human relation traits.
Ability to perform multiple tasks simultaneously maintain confidentiality and/or demonstrate sensitive nature appropriately; professionalism is essential to this position.
Ability to exercise good judgment patience and handling vast amounts of change with a calm demeanor.
Ability to research analyze and evaluate City-wide programs policies and procedures.
Ability to establish effective working relationships with city staff City officials outside agencies and the general public.
Ability to analyze a variety of administrative operational and fiscal problems and make sound recommendations for solutions.
Ability to support controversial positions or the negotiation of sensitive issues or important presentations with customers citizens and co-workers.
Ability to work independently with limited direction relying on his/her own judgment and perform under high levels of pressure.
Ability to plan organize and coordinate the efforts of several City departments and/or functions with other governmental or private agencies to accomplish program goals or objectives.
Ability to continue professional education and stay aware of the new concepts and innovations in the field of public management and local government service delivery.
Ability to be proficient in Computer technology and in Microsoft Office to be able to synthesize and analyze data so that it is useful and applicable to the decision-making process.

Minimum Qualifications:

High School Graduate or General Education Degree (GED): required
Five (5) plus years of experience in administrative support.
Valid Texas Class C Drivers License.

Preferred Qualifications:

Bachelors degree in Business Administration or related field.
Municipal experience.

Starting Salary:

$57813 - $62258 annually or DOQ (Depending on qualifications). Step increase after successful six-month probation.

Benefits:

Flexible work schedules Education Assistance Annual Step Increases Certification Pay of up to $150 per month Paid Vacation Sick (12) Holidays (1) Floating Holiday and (1) Longevity Day Health Dental (DHMO Plan) and Basic Life LTD & AD&D paid at 100% for employee along with 45% dependent coverage. Voluntary plans Vision Additional Life/AD&D STD and FSA. Retirement Plan - Texas Municipal Retirement System (TMRS) The City matches two to one. An employee becomes vested with the City at five years unless eligible for prior year service credit.

Closing Date:

Open until filled

Executive Assistant to the City ManagerPosition SummaryUnder administrative direction of the City Manager performs a variety of highly responsible confidential and complex administrative secretarial and executive support duties for the City Managers Office; to relieve staff of clerical and administr...