Executive Assistant

Job Title: Executive Assistant

Shift Timing: Monday- Friday  8:00-4:30    

Duration: Contract

SUMMARY:

• Candidate will be responsible for providing responsible and confidential support to a member of senior management. Prepares documents and reports to go before the Mayor or City Council.
• Duties include directly responding to citizen inquiries and complaints; screening calls, handling issues and providing access to senior manager; planning, coordinating and attending special events and meetings on behalf of senior manager; may assist with grant writing, preparing reports and other special projects as designated by senior manager. Work is performed with limited supervision.

ESSENTIAL FUNCTIONS:

• May serve as lead to or supervise assigned administrative support staff which may include prioritizing and assigning work.
• Conducting performance evaluations; ensuring staff are trained; ensuring that employees follow policies and procedures.
• Maintaining a healthy and safe working environment; and, making hiring, termination and disciplinary recommendations.
• Provides responsible and confidential support to a member of senior management which may include responding to citizen inquiries and complaints; screening calls, handling issues and providing access to senior manager.
• Planning, coordinating and attending special events and meetings on behalf of senior manager; attending grievance hearings; serving as a liaison between senior manager and department staff and citizens and/or performing other related activities.
• Prepares, processes, receives, sorts and distributes a variety of reports, lists, statistical data, correspondence, exams, packets, payments, job costing data, credit card billings, payroll information, receipts, purchase orders, requisitions, travel requests, expense reports, invoices, collections, check requests, deliveries and/or other related information.
• Creates a variety of written business documents which may include correspondence, reports, memos, notices, forms, contracts, ordinances, resolutions, warrants, bids, work orders, notices, certificates, schedules, meeting agendas and minutes and/or other related materials.
• Prepares presentation materials.
• Coordinates or processes administrative activities of assigned programs or functions including serving as liaison to the general public in explaining department operations and providing general assistance, handling routine or specialized department functions or problems and referring complex or difficult issues.
• Provides administrative support which includes preparing and proofing reports, forms and correspondence; updating internal manuals; monitoring the accuracy and implementation of applicable website and related updates; making travel arrangements; maintaining calendars; overseeing and maintaining office filing system and records; prescreening mail; answering and monitoring phones; taking and transmitting messages and/or performing other related duties.
• Maintains a variety of contact lists, resource lists, logs, maps, calendars, deadline dates, meeting dates and/or other related items.
• Prepares for staff, Board and/or Commission meetings and/or special events which includes preparing meeting agendas and packets; publicizing meetings; recording meeting activities; transcribing and disseminating meeting minutes; scheduling; preparing and disseminating invitations, meeting announcements, legal ads and public notices; coordinating and assembling applicable materials; setting up rooms; ordering meals and snacks; receiving attendance confirmations and/or performing other related activities.
• Responds to routine and sensitive requests for information and assistance; provides information regarding applicable rules, policies and regulations; certifies official city council records; researches and resolves concerns and complaints from internal and external customers; refers inquiries as appropriate.
• Maintains appropriate inventory levels within assigned area of responsibility; requisitions supply to ensure availability in support of efficient departmental operations.
• Participates in monitoring departmental budgets and processing and maintaining related documents and records.
  preparation, reconciliation and administration activities.
• Coordinates travel arrangements and conference registrations for senior management and/or other applicable staff.
• May provide Notary Public services. May assist with grant writing, specialized report preparation and other special projects as designated by the senior manager in support of efficient and effective department operations.
• May be required to use, carry and answer their cell phone as determined by their job duties and the department head.
• Must meet regular attendance requirements.
• Must be able to maintain good interpersonal relationships with staff, co-workers, managers and citizens.
• Must accomplish the essential functions of the job, with or without reasonable accommodations, in a timely manner.
• Performs other duties as assigned.
• Coordinates and processes purchasing requests for equipment, materials, parts, supplies, services and/or other applicable items.
• Organizes and maintains a variety of files including creating and maintaining confidential department/employee files and regulatory files; files documents alphabetically, numerically or by other prescribed methods.
• Participates in developing, preparing and tracking a variety of fiscal documents and information which may include budgets, contracts, grants, credit card purchases, petty cash, expenditures, deposits, cash sales and/or other related items.
• Assists in designing and maintaining web page(s) in the assigned area of responsibility.
  Participates in the implementation of new software applications; trains users on utilizing software.
• Performs a variety of research related to assigned area of responsibility; compiles findings and makes recommendations based on findings.
• Assists with budget 
   

MINIMUM QUALIFICATIONS:

• High School Diploma or GED, some related college coursework, and four (4) years increasingly responsible administrative support experience; OR at least four (4) years equivalent education, experience/training sufficient to successfully perform the essential functions of this job, or any combination of equivalent experience and education.
   

LICENSING AND CERTIFICATIONS:

• Dependent upon the area of assignment, the Tennessee Municipal Certification may be required.

• May serve as lead to or supervise assigned administrative support staff which may include prioritizing and assigning work.
• Conducting performance evaluations; ensuring staff are trained; ensuring that employees follow policies and procedures.
• Maintaining a healthy and safe working environment; and, making hiring, termination and disciplinary recommendations.
• Provides responsible and confidential support to a member of senior management which may include responding to citizen inquiries and complaints; screening calls, handling issues and providing access to senior manager.
• Planning, coordinating and attending special events and meetings on behalf of senior manager; attending grievance hearings; serving as a liaison between senior manager and department staff and citizens and/or performing other related activities.
• Prepares, processes, receives, sorts and distributes a variety of reports, lists, statistical data, correspondence, exams, packets, payments, job costing data, credit card billings, payroll information, receipts, purchase orders, requisitions, travel requests, expense reports, invoices, collections, check requests, deliveries and/or other related information.
• Creates a variety of written business documents which may include correspondence, reports, memos, notices, forms, contracts, ordinances, resolutions, warrants, bids, work orders, notices, certificates, schedules, meeting agendas and minutes and/or other related materials.
• Prepares presentation materials.
• Coordinates or processes administrative activities of assigned programs or functions including serving as liaison to the general public in explaining department operations and providing general assistance, handling routine or specialized department functions or problems and referring complex or difficult issues.
• Provides administrative support which includes preparing and proofing reports, forms and correspondence; updating internal manuals; monitoring the accuracy and implementation of applicable website and related updates; making travel arrangements; maintaining calendars; overseeing and maintaining office filing system and records; prescreening mail; answering and monitoring phones; taking and transmitting messages and/or performing other related duties.
• Maintains a variety of contact lists, resource lists, logs, maps, calendars, deadline dates, meeting dates and/or other related items.
• Prepares for staff, Board and/or Commission meetings and/or special events which includes preparing meeting agendas and packets; publicizing meetings; recording meeting activities; transcribing and disseminating meeting minutes; scheduling; preparing and disseminating invitations, meeting announcements, legal ads and public notices; coordinating and assembling applicable materials; setting up rooms; ordering meals and snacks; receiving attendance confirmations and/or performing other related activities.
• Responds to routine and sensitive requests for information and assistance; provides information regarding applicable rules, policies and regulations; certifies official city council records; researches and resolves concerns and complaints from internal and external customers; refers inquiries as appropriate.
  Maintains appropriate inventory levels within assigned area of responsibility; requisitions supply to ensure availability in support of efficient departmental operations.
• Participates in monitoring departmental budgets and processing and maintaining related documents and records.
  preparation, reconciliation and administration activities.
• Coordinates travel arrangements and conference registrations for senior management and/or other applicable staff.
  May provide Notary Public services. May assist with grant writing, specialized report preparation and other special projects as designated by the senior manager in support of efficient and effective department operations.
• May be required to use, carry and answer their cell phone as determined by their job duties and the department head.
• Must meet regular attendance requirements.
• Must be able to maintain good interpersonal relationships with staff, co-workers, managers and citizens.
• Must accomplish the essential functions of the job, with or without reasonable accommodations, in a timely manner.
  Performs other duties as assigned.
• Coordinates and processes purchasing requests for equipment, materials, parts, supplies, services and/or other applicable items.
• Organizes and maintains a variety of files including creating and maintaining confidential department/employee files and regulatory files; files documents alphabetically, numerically or by other prescribed methods.
• Participates in developing, preparing and tracking a variety of fiscal documents and information which may include budgets, contracts, grants, credit card purchases, petty cash, expenditures, deposits, cash sales and/or other related items.
• Assists in designing and maintaining web page(s) in the assigned area of responsibility.
  Participates in the implementation of new software applications; trains users on utilizing software.
• Performs a variety of research related to assigned area of responsibility; compiles findings and makes recommendations based on findings.
• Assists with budget