Listing Summary

POSITION SUMMARY     

Responsible for supporting and assisting the Mayor by performing executive secretary, administrative, legislative, technical and office management functions of the Mayor’s office. Assists the Mayor on a variety of initiatives, projects, events, legislative priorities, and issues including researching and responding to questions from citizens and stakeholders. Responsibilities include but are not limited to acting as liaison with local, state, and federal agencies while fostering close working relationships with the City Manager, City Council, department heads and staff, various community leaders in schools, businesses and public agencies, and media representatives. Works independently and establishes office procedures and work routines under the guidance of the Mayor, City Clerk’s Office and City policies and procedures. This position requires a high degree of confidentiality and discretion in a publicly sensitive environment.

MAJOR DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Provides executive secretary, administrative, legislative, technical and office management support to the Mayor.

• Schedules the Mayor’s appointments, meetings, and appearances, maintaining a disciplined, organized schedule. Arranges Mayor's travel itinerary, reservations, security, and all logistical details working with the Communications Department as necessary. Reserves City facilities for meetings as necessary. Process documents for payment of invoices and/or reimbursement of business expenses in partnership with the City Clerk’s Office.

• Receives and responds to a variety of inquiries, concerns and complaints from citizens and stakeholders. Screens and transfers calls, letters, and email as appropriate. Assists in the resolution of problems and concerns through explanation of City or departmental practices and policies. Research issues for the public and Mayor. Prepares responses to correspondences. Coordinates proclamations and other documents to be issued by the Mayor in partnership with the City Clerk’s Office.

• As a representative of the Mayor’s Office, interacts with the public, always using courtesy, tact, and discretion. Works collaboratively and maintains effective communications with the City Council, City Manager, City Clerk’s Office, and City staff, aiding as appropriate in matters needing the attention of the Mayor.
• Routes press inquiries and news releases to the Communications Director according to Communications protocol and works collaboratively on preparing speeches, talking points and quotes for the Mayor. Maintains a good working relationship with members of the media; supplies appropriate and accurate information as authorized.

• Prepares minutes of meetings and distributes as needed, as well as other follow up duties as assigned. Alerts the Mayor to information and problem areas needing attention or awareness.

• Protects sensitive and confidential information requiring a high degree of discretion.

• Keeps accurate logs of all contracts, bonds, agreements, letters, MOU’s, proclamations, meeting minutes or other legal documents which the Mayor signs and routes for final disposition through the City Clerk’s Office.

• Receives and responds to public requests for Mayor and/or City sponsorship of special events. Coordinates terms of sponsorship with appropriate City departments according to City policy and protocol.

• Attends work sessions & council meetings of the City Council.

• Attends staff, board, commission, authority, committee, and other professional meetings as the Mayor’s Office representative as needed and reports on relevant activities to the Mayor.

• Assists with meeting preparation for work sessions and council meetings to include preparing supporting documents for the agenda packet that require legislative action on behalf of the Mayor’s Office. Reviews full agenda packet and prepares the Mayor prior to the meeting.

• Conducts legislative research in response to city council agenda items and/or to constituent questions and concerns.

• Creates and distributes weekly e-newsletter for the Mayor’s office. Will also post social media content on the designated Mayor pages to keep the community updated on the events, programs, and activities of the Mayor’s Office. 

• Performs related duties as assigned.

MINIMUM QUALIFICATIONS

• Bachelor's degree in business or public administration, political science, or related field.
• 5 years of management, public relations, governmental affairs, or related experience including at least 2 years supporting a government agency, public official, or executive, or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
• Municipal or other governmental experience strongly preferred.
• Significant experience in a public office setting is desirable.

Certificates, Licenses and Registrations

Must possess and maintain a valid Georgia driver's license and pass driving record.  

nowledge, Skills, and Abilities

• Good organizational, management, human relations, and technical skills.
• Use of computers and computer software.
• Management and administrative practices, policies, and procedures as necessary in the completion of daily responsibilities.
• Knowledge of all applicable laws, ordinances, policies, standards, and regulations pertaining to the specific duties and responsibilities of the job.
• Communicating and interacting with subordinates, elected officials, management, employees, members of the public and any other group involved in the activities of the city.
• Prioritizes and plans work activities, utilizing time efficiently.
• Demonstrates accuracy and thoroughness, monitors own work to ensure quality and applies feedback to improve performance.
• Interacts and communicates clearly with coworkers, citizens, and vendors in a courteous, friendly matter.
• Manages difficult situations, responds promptly to needs, solicits consultant feedback to improve service, responds to requests for service and assistance and meets commitments.
• Exhibits tact, consideration, and patience in difficult situations.
• Approaches sudden, unexpected challenges effectively with confidence.
• Punctual, follows instructions, responds to management direction, and solicits feedback to improve performance.

• Problem Solving - Identifies and resolves problems time efficiently; gathers and analyzes information; develops solutions; uses reason.
• Planning/Organizing - Prioritizes and plans work activities; use time efficiently; plans for additional resources; organizes or schedules other tasks; develops realistic action plans.
• Oral Communication - Speaks clearly and persuasively; listens and gets clarification when necessary; responds well to questions; demonstrates presentation skills; participates in meetings.
• Written Communication - Writes clearly and concisely; edits work; presents numerical data effectively; able to read and interpret written information.

OTHER REQUIREMENTS

Physical lifting, and sensory capabilities are requirements to perform this job successfully. Typical environmental conditions associated with job.

May work an adjusted schedule for assisting in events occurring after 5:00 p.m. such as meetings, or planned events.

REQUIREMENTS INCLUDED IN THIS CLASS SPECIFICATION MAY BE SUBJECT TO MODIFICATION IN ORDER TO REASONABLY ACCOMMODATE INDIVIDUALS WITH DISABILITIES WHO ARE OTHERWISE QUALIFIED TO PERFORM THE ESSENTIAL DUTIES OF THE JOB.