Executive Assistant (Communications)

Job Description

Essential Duties

Performs routine clerical and administrative work in answering phones, receiving the public, providing citizen assistance, and data processing.

Answers in-coming calls and routes callers or provides information, as required.

Receives the public (to include elected officials) and answers questions; responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons.

Assists in preparation of the Public Information annual budget.

Maintains personnel files and records employee time and attendance sheet.

Prepares requisitions and verifies payments to vendors. Tracks budget expenditures and reconciles monthly reports.

Maintains the Mayor’s calendar and ensures requests of the Mayor are processed.

Manages the daily operation of the City website to include posting meeting agendas, bids, legal notices and reports. Monitors all web pages for accuracy and functionality.

Creates the internal employee telephone directory annually.

Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment on content, accuracy, and completeness.

Acts as custodian of departmental documents and records; establishes and maintains filing systems for the department.

Maintains filing systems, control records and indexes using moderate independent judgment.

Arranges for various meetings required by the Executive Director of Public Information with staff, elected officials and outside parties. Schedules appointments and performs other administrative and clerical duties.

Maintains departmental inventory and orders supplies for the department and Mayor.

Performs other duties as assigned.

Required Minimum Qualifications

• Graduation from high school or equivalent; and
• Two (2) years of increasingly responsible related experience; or
• Any equivalent combination of related education and experience.

• Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures.
• Knowledge of the principles of office management.
• Knowledge of municipal accounting and procurement principles and practices.
• Skill in operation of listed tools and equipment.
• Ability to perform inventory control duties accurately; ability to effectively meet and deal with the public; ability to communicate effectively verbally and in writing; ability to handle stressful situations.
• Ability to use judgment to make minor decisions according to policies and procedures and apply them to work situations.
• Maintains regular and punctual attendance.

Supplemental Information