Executive Assistant

Executive Assistant 

JOB SUMMARY

The individual in this position will provide administrative support to the City Manager and members of the Management Services department and/or other City Directors. 

ESSENTIAL DUTIES

·         Greets visitors; provides information and assistance; takes messages; answers telephone and email 

       correspondence; resolves issues or refers to appropriate personnel; generally, the first point of contact.

·         Prepares correspondence, memoranda, forms, invoices, expense reports, monthly reports and           

             and other documents as needed.

·         Prepares agenda, attends, and takes minutes for various meetings including Board of Commissioner   

             meetings.

·         Organizes and files all departmental correspondence, financial documents, and other departmental significant       

       Forms adhering to retention guidelines.

·         Orders office and operating supplies and maintains inventory for the department.

·         Ensures copier and other related office equipment are in working order and fully stocked each day.

·         Receives or retrieves, sorts and distributes incoming and outgoing mail and shipments.

·         Coordinates travel for team members including the City Manager and Commissioners.

·         Processes request for travel and follow-up actual travel expense reports for all employees.

·         Performs related duties as assigned.

SUPERVISORY CONTROLS

The Sr. Executive Assistant assigns work in terms of general instructions and will spot-check completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.  This position does not have supervisory responsibility. 

SCOPE OF WORK

The work consists of related administrative duties. Frequent interruptions contribute to the complexity of the position; therefore, multi-tasking is a priority.  Guidelines include department standard operating procedures, Georgia Open Records and Open Meeting laws, City policies, ordinances and procedures. 

This position is a career path to the Sr. Executive Assistant position which will become available in approximately one year.  As such and at that time, he or she will serve as the Municipal Registrar for coordinating with the Spalding County Election Office for City Commission and special elections.  Having the knowledge and being prepared at that time is paramount.

 

CONTACTS                                                              

Contacts are typically with co-workers, other City employees, Commissioners, vendors and members of the general public which are generally to provide support or services, to give or exchange information, or to resolve problems.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

·         Employee must have the visual ability to read printed material and computer work.

·         The work is typically performed while sitting at a desk or table in an office environment with regulated temperature while intermittently sitting, standing, or walking.  

·         Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.

·         The work involves limited pushing, pulling, manipulating, and/or lifting or carrying objects of more than ten pounds

MINIMUM QUALIFICATIONS

·         Knowledge of modern office principles, and ability to learn departmental and City policies and procedures.

·         Knowledge of Georgia Open Records and Open meeting laws.

·         Skill in the analysis of problems and the development and implementation of solutions.

·         Skill in the preparation of clear and precise administrative reports.

·         Skill in oral and written communication, public and interpersonal relations.

·         Skill in planning, prioritizing and organizing workflow and related correspondence.

·         Skill in the use of modern office equipment including telephone, copier, etc.,

·         Must have good judgement and the ability to solve practical problems and deal with a variety of situations remaining helpful and pleasant at all times.

·         Must have a professional appearance, positive demeanor, and treat others with dignity and respect responding promptly to their needs.

·         Must have clear written and verbal communication skills with the ability to interpret such information.

·         Must have the ability to multi-task multiple projects or issues simultaneously and meet firm deadlines, prioritizing as necessary.

·         Must have the ability to maintain strict confidentiality.

·         Must have the ability to type a minimum of 40 words per minute.

·         Must have basic computing skills including usage of communications, inventory, ticketing systems.

·         Must be proficient in the use of computers and general computer software including Microsoft Word, Excel and email.

·         High school diploma or GED.

·         Minimum of two years of college experience required.

·         Minimum of four years of related administrative experience, government preferred.

·         Must obtain notary within 30 days of position date.

***Some work will be in the evenings outside of regular hours so flexibility is required.***