EXECUTIVE ASSISTANT/DEPUTY CITY RECORDER

STARTING RATE OF PAY $34.42-$42.15 PER HOUR (D.O.E.) - ability to increase annually with performance

JOB SUMMARY:

The Executive Assistant / Deputy City Recorder exercises independent judgment and decision making, project management and makes senior level analytical recommendations. Must have the ability to oversee projects and personnel, as assigned or directed, and the willingness to work towards certification and act as the City Recorder during absences. Assists staff and the general public with questions, concerns and complaints.

TYPICAL DUTIES:

• Provides direct administrative support to the City Manager and Deputy City Managers, and other department managers as needed.
• Performs all scheduling functions for the City Manager.
• Monitors email and other communications for City Manager and Executive Dept. in order to prioritize issues requiring immediate action.
• Attends weekly Staff Strategy meeting, compiles meeting minutes, and responsible for posting to the employee portal/intranet.
• Assists with research, analysis, creation, and presentation of information to Management Team, City Manager and Council.
• Implements and supervises assigned department operations and strategies. Responsible for multiple tasks and frequent special projects and assignments as required.
• Ability to make and provide independent and professional level assessments, recommendations, research, analysis and presentations to staff and the public.
• Maintains and monitors the Executive budget , Business Plan, Performance Measures, Quarterly Goals Updates, Monitoring, and Contingency on an annual basis, as well as proposes the next year’s budget for the Executive Department.
• Pursues certification as a City Recorder to support absences/vacations. Performs job duties of City Recorder as assigned in the absence of the City Recorder and during City Council meetings.
• Serves on internal and/or external boards, committees, and task forces as assigned and directed.
• Schedules all special 2x2 meetings with City Manager, Staff and Council as needed.
• Schedule and prepare venue for Council retreats as directed by City Manager.
• Prepares and monitors department and Council budgets.
• Other duties as assigned

MINIMUM QUALIFICATIONS:

• Bachelor’s degree and/or equivalent years of experience as an executive assistant.
• 5 years’ experience in a related or relevant position in the public or private sector.
• Notary Public certification or ability to obtain within specified time.
• Demonstrated computer literacy in Microsoft Office software.
• Demonstrated process or project management experience.
• Demonstrated communication skills in written and oral forms.

PREFERRED QUALIFICATIONS:

• Bachelor’s Degree in Public Administration, Business Management or Administration or other related field

WORKING CONDITIONS:

• The employee must occasionally lift and/or move more than 20 pounds.
• Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus.

• Work is performed primarily in an office setting.
• Periodic exposure to stressful situations.
• May require small amounts of travel to and from meetings and trainings.
• Occasional non-traditional working hours which may include evening and weekend meetings.