Council Executive Assistant

ANNOUNCEMENT OF EMPLOYMENT OPPORTUNITY

Council Executive Assistant

City Managers Department- Mayor and Council Office

Hiring Pay Range: $26.83 to $33.54 Per Hour

FLSA Status: Non-Exempt

Pay Grade: 110

Full Pay Range: $26.83 to $40.25 Per Hour

Benefits Summary:

Major Benefits for Full-Time Regular Employees:

• A diverse range of complimentary mental health and wellness services is available including an Employee Assistance Program a free subscription to Calm and health coaching
• Paid time off up to 20 days in first year of employment
• 10 paid holidays and 1 floating holiday per year
• Free employee only coverage for medical dental vision short-term disability and life insurance
• Free family coverage for select medical and dental plans
• Pension and long-term disability through Arizona State Retirement System click here for more details
• Supplemental benefits such as deferred compensation plans and additional life insurance

Position Summary:

Performs professional top level confidential and complex administrative support for the Mayor and Council; serves as a liaison between the public the City Managers Office and City Council; has considerable contact with the public via phone in person in writing and through electronic communications; and manages special projects for the Mayor and Council.

Essential Duties:

• Supports the Citys Elected Officials; composes prepares and types reports communications written documents and other correspondence requiring independent judgment in handling format procedure and context.
• Oversees plans; reviews and recommends new or enhanced operating procedures; and sets up and maintains complex electronic and paper filing systems
• Leads special projects as required by the Mayor and Council including research planning coordination and supervision of projects/events.
• Composes correspondence; compiles support materials for the Mayor and Council.
• Receives investigates and responds to sensitive phone calls citizen inquiries and/or complaints that may involve confidential matters.
• Schedules meetings and appointments; assists in the planning preparing organizing and scheduling of events for the Mayor and Council.
• Maintains electronic calendars; coordinates business dates; makes travel arrangements; greets visitors; screens responds to and/or routes incoming mail and telephone calls; and attends meetings.
• Reconciles P-Cards for assigned area processes invoices travel authorizations and travel reimbursements.
• Performs basic technical support for Elected Officials.
• Understands established policy and provides information for the resolution of problems; performs complex diversified and specialized administrative work in providing executive assistance.
• Maintains office files orders office supplies.
• Ensures Elected Officials have all materials needed on time to prepare for City Boards Commissions Committees local government County and Northern Arizona representative meetings as they are assigned to attend.
• Performs other duties as assigned.

Qualifications:

Education and/or Experience:

High school diploma or GED equivalent required. Five (5) years of experience demonstrating working in a diversified executive administrative support capacity; or any combination of training certifications or qualifying experience that provides the ability to successfully fulfill the essential knowledge skills and abilities to perform the essential functions of the position.

City Core Beliefs:

City of Prescott employees should seek to uphold the Citys core beliefs throughout their day-to-day business and with every customer they come in contact with both internal and external. Our core beliefs are: Act with Integrity Work as a Team Have Personal Commitment and Loyalty Solve Problems Take Pride In Excellent Results High Level of Productivity and Being Nice.

Knowledge Skills and Abilities:

• Knowledge of the Citys governmental organization policies and procedures.
• Knowledge of office management/administrative support practices and procedures.
• Knowledge of public relations/customer service principles practices and techniques.
• Knowledge of business English spelling math bookkeeping or accounting.
• Knowledge of modern office practices procedures and equipment.
• Knowledge of PC software applications for word processing spreadsheets graphic presentations database management etc.
• Skill in handling and prioritizing multiple projects.
• Skill in preparing and maintaining accurate records reports files written documents and meeting minutes.
• Skill in using proper sentence construction punctuation and grammar.
• Skill in utilizing public relations techniques in responding to inquiries and complaints.
• Skill in communicating effectively with customers clients and the public in person or by telephone.
• Skill in responding appropriately to public inquiries and presenting a positive public image.
• Skill in planning and organizing own work.
• Ability to work effectively under challenging situations.
• Ability to maintain confidentiality and security of records and information Ability to maintain complex records and assemble and organize data as requested.
• Ability to analyze issues and provide solutions.
• Ability to independently make decisions and exercise good judgment in performing administrative support task.
• Ability to apply diplomacy and discretion when handling confidential legal and sensitive matters.
• Ability to perform routine office management details without referral to supervisor.
• Ability to perform special projects as assigned.
• Ability to establish and maintain effective working relationships with elected officials department heads employees other government offices business and professional groups and the general public.

Physical Demands and Working Conditions:

• Work is performed in a standard City office environment.
• Safely operates a City vehicle and variety of standard office equipment including a computer terminal telephone 10-key calculator copier and fax machine requiring continuous and repetitive arm hand and eye movement.
• Clearly concisely and effectively communicates both in person and over the telephone.
• Work is performed in a dynamic environment that requires sensitivity to change and responsiveness to changing goals priorities and needs.

Required Experience:

IC