Under the general direction of the City Manager, this position is responsible for a full range of advanced executive secretarial, confidential, and administrative
support duties often in a highly sensitive and rapidly changing environment.
The Executive Assistant is the central point of contact for the public in the City Manager’s office and must possess a thorough knowledge of City and departmental functions, policies, programs, and procedures.
Key responsibilities include coordinating the schedule of the City Manager, coordinating and scheduling meetings, and creating and/or preparing confidential correspondence, reports, and forms and other documents. The ability to organize rough drafts and documents from written and oral communications is essential. There is frequent interaction on the telephone and in person with elected officials, the public and other City staff. Strong organizational skills and the ability to maintain confidentiality is of utmost
importance. Must have the ability to work in concert with the Neighborhood Services Administrative Support, the Deputy Clerk and Administrative Support for the Department of Public Works.
Essential Duties and Responsibilities:
This list of duties and responsibilities is not all inclusive and may be expanded to include other duties and responsibilities, as management may deem necessary.
- Work closely with the City Manager, maintaining a close and highly responsive relationship regarding the day to day work activities of the office. Set daily work priorities based on the needs of the City Manager.
- Coordinate events and appointments in the City Manager’s schedule making necessary arrangements for meetings and other City functions.
- Receive and screen telephone calls responding to questions and/or routing calls to specific department personnel as needed.
- Receive and assist visitors at the Municipal Building, including answering questions and basic customer relations; respond to inquiries from employees, citizens and others and refer, when necessary, to appropriate persons.
- Compose and distribute a wide variety of detailed documents, including confidential correspondence, memos, legal documents, reports, minutes or other materials from draft, dictation, or general instructions; proofread and edit documents, presentation materials, brochures and other materials; coordinate materials for distribution. This includes but is not limited to annual reports, budget sections, and other periodic special reports, articles for distribution using electronic and print media outlets.
- Prepare and edit presentations as needed.
- Assist in the development and maintenance of office policies, forms, and procedures. As directed and where appropriate, identify ways to improve speed and efficiency in the accomplishment of office tasks.
- Monitor and update assigned pages of the City’s website keeping pages current, accurate, and relevant.
- Assist in the design and production of a weekly report for the public, staff, and the Common Council. Coordinate submissions from other departments for the report and distribute via email, the website, and social media platforms.
- Perform a wide variety of clerical functions, as needed, to accomplish work routines including filing; posting and/or logging information to manual or automated records; processing mail; ordering supplies; collating and assembling documents; photocopying, scanning and faxing documents.
- Complete other duties as assigned by City Manager.
ADDITIONAL DUTIES AND RESPONSIBILITIES
- Provide support to Department of Public Works Director, Finance/Administration and Human Resources.
- May participate in meetings of boards, commissions, and civic groups when necessary. This may require availability outside of regular office hours.
- May be called upon to assist the Municipal Clerk and/or Deputy Clerk with municipal election preparation, preparation and distribution of agendas and supporting materials, records administration, posting of agendas, and transcription of minutes as directed by the City Manager.
- Track and code General Administration expenditures on behalf of the City Manager.
- Assist with the planning and coordination of special events.
- Other duties as assigned.
Education and/or Experience
- Equivalent to an Associate’s Degree in office and records management, human resources, legal assistant, public administration, business, or closely related field. Bachelor’s Degree preferred.
- At least three (3) years of increasingly responsible experience administrative support in a related field. Local government or government experience preferred.
- Any equivalent combination of related education, experience and training that provides required knowledge, skills, and abilities to fulfill the duties of this position.
- Ability to relate to and effectively communicate with a variety of people with differing skills & interests.
- Ability to effectively communicate and promote both verbally and in writing, municipal policies and programs to employees and the public. Well-developed communication skills to gain the trust and cooperation of others when it may be difficult to achieve, and ability to communicate technical concepts and abstract ideas.
- Ability to establish good working relationships with all levels of staff and citizenry, and provide facilitation skills in sensitive, emotional, or hostile situations.
- Ability to gather, analyze, interpret, and present data in clear and concise reports and make recommendations.
- Ability to calculate percentages, fractions, decimals, volumes, ratios, present values, and spatial relationships.
- Ability to interpret basic descriptive statistical reports.
- Ability to exercise the independent judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory and/or judgmental criteria.
- Ability to work well under pressure and handle stressful situations, to organize work and set priorities, managing time and resources to meet deadlines and changing demands within the entire operation of administrative services, perform duties with a minimum of supervision.
- Ability to effectively meet and deal with the public.
- Ability to maintain confidentiality of sensitive information.
- Knowledge of municipal organizations, their services and operations.
- Ability to organize and prioritize a large number of projects at one time.
- Ability to demonstrate initiative, to work independently and in a team environment.
- Thorough working knowledge of Microsoft Office software and their application.
- Basic knowledge of html, web site design and maintenance.
- Basic knowledge of the principles and practices of public personnel administration including pertinent local, state and federal laws, employment development and workplace safety.
- Knowledge of organizational development and customer service principles, including continuous quality improvement.
- Ability to operate equipment required to perform essential job functions, including: phone system; desktop computer; copy machine; postage machine; fax machine; 10-key calculator. Artistic and creative skills desirable
- Have, or have the ability to obtain, a valid Wisconsin Drivers License.