Address
Form of workSalary: Depends on Qualifications
Location : Lynchburg, VA
Job Type: Full-time
Job Number: 03194
Department: City Manager
Opening Date: 03/29/2024
Closing Date: 4/12/2024 11:59 PM Eastern
Description
As the Executive Assistant to the City Manager's Office, this position serves as the key liaison and support figure in the efficient functioning of the office of the City Manager. This position facilitates the smooth operation of executive-level activities and provides comprehensive administrative support to ensure the smooth operation of daily activities that contribute to the overall effectiveness of city management.
Essential Duties
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
• Provide high-level administrative support to the Deputy City Manager and Assistant City Manager.
• Manage schedules and coordinate meetings while prioritizing the most sensitive matters.
• Assist in providing an optimum work-life balance.
• Provide thoughtful input and support.
• Arrange travel and logistics.
• Provide background research and well-organized agendas for meetings and projects as requested by the Deputy and Assistant City Managers.
• Serve as a primary point of contact for internal and external stakeholders by screening calls, managing inquiries and emails and prioritizing correspondence.
• Maintain accurate and organized records, files and databases, including confidential materials such as personnel files, contracts, and sensitive documents.
• Process all documents for signature inside the City Manager's Office.
• Prepare and edit reports, presentations and other documents as needed - ensuring accuracy and consistency.
• Serve as the office FOIA representative and work in conjunction with the Clerk of Council and City Attorney to provide accurate documentation.
• Manage information flow throughout the office, disseminate relevant updates, memos, announcements and events to all office staff.
• Prepare and seek meeting agendas.
• Attend and take minutes at meetings and follow up on action items to ensure timely execution.
• Organize logistical arrangements, hospitality and technology.
• Assist in the coordination and implementation of special projects, public engagement and initiatives by conducting research, preparing reports, and providing logistical support as needed.
• Oversee the day-to-day operations of the City Manager's office, including office supplies management, equipment maintenance, and facility coordination.
• Coordinate task management and work orders for repairs and maintenance.
• Implement safety practices.
• Maintain information technology updates for all office equipment and shared spaces.
• Ensure compliance with city policies, procedures and regulations.
• Assist in drafting and updating office policies and references as needed.
• Handle sensitive and confidential information with discretion and professionalism, maintaining confidentiality at all times.
• Foster positive working relationships with city department heads, elected officials, community stakeholders and external agencies to facilitate effective communication and collaboration.
• Collaborate with other administrative staff and department heads to ensure seamless coordination and communication across the organization.
• Undertake special assignments and ad-hoc tasks as delegated by the City Manager and his staff, demonstrating flexibility and adaptability in responding to evolving needs.
• Serve as a notary public.
Minimum Education and Experience Required
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Bachelor's degree or a combination of education and experience in administration, management, finance, or a related field.
• Experience in an extremely fast-paced work environment with constantly shifting priorities, a large and varied workload and short deadlines, all of which require an extremely strong attention to detail; and a high adaptability to accept and competently handle additional duties and/or responsibilities as required by the changing demands of the office.
• Experience in office management (preferably in a municipal government) and in assisting an executive officer in addressing complex administrative problems and functions preferred.
Additional Requirements
• Possession of valid driver's license issued by the Commonwealth of Virginia and acceptable driving record according to City criteria.
• Required to obtain/update Notary Public license within 90 days of start date.
• Relevant background checks must be satisfactorily completed.
• Must successfully complete IS100 and IS700 National Incident Management (NIMS) training within 90 days of employment. May also be required to complete higher levels of NIMS training as determined appropriate for the position.
The City offers an array of benefits combined with direct salary/wages in order to establish a total compensation package that supports the City's goals of attracting, rewarding, and retaining employees who are both representatives of the community and are also able to deliver exceptional services.Employees in hourly and part-time positions may be eligible for benefits depending on the position
Employees of the City of Lynchburg may also be eligible for the Public Service Loan Forgiveness Program for federal student loans
Additional information about City benefits can be found on our and in the
01
DMV Release Notice: This position requires a valid driver's license and acceptable driving history. I hereby certify that I have read the DMV Record Release Notice, and give the City permission to obtain my driving record.
02
If you answered in the above question that you currently possess a Virginia Driver's License, please provide your License Number.
03
(Current Out-of-State applicants and applicants who have had an Out-of-State Drivers License at any time in the last 3 years): I agree to provide, WITHIN 2 WEEKS OF MY APPLICATION, a copy of my driving record from that state where I am currently licensed or have been licensed within the past 3 years. I will contact Human Resources within 2 weeks if I am unable to obtain my out of state driving record in that time. I understand that my application may not be considered for this position until I submit my out of state driving record.You can email this information to human.resources@lynchburgva.gov, or fax to 434-845-4304 or mail this information to Human Resources, 900 Church Street, Lynchburg VA 24504. Include the name of the position for which you are applying. If you have a driving record less than 30 days old you can upload as an attachment to your application.
Required Question
Location : Lynchburg, VA
Job Type: Full-time
Job Number: 03194
Department: City Manager
Opening Date: 03/29/2024
Closing Date: 4/12/2024 11:59 PM Eastern
Description
As the Executive Assistant to the City Manager's Office, this position serves as the key liaison and support figure in the efficient functioning of the office of the City Manager. This position facilitates the smooth operation of executive-level activities and provides comprehensive administrative support to ensure the smooth operation of daily activities that contribute to the overall effectiveness of city management.
Essential Duties
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
• Provide high-level administrative support to the Deputy City Manager and Assistant City Manager.
• Manage schedules and coordinate meetings while prioritizing the most sensitive matters.
• Assist in providing an optimum work-life balance.
• Provide thoughtful input and support.
• Arrange travel and logistics.
• Provide background research and well-organized agendas for meetings and projects as requested by the Deputy and Assistant City Managers.
• Serve as a primary point of contact for internal and external stakeholders by screening calls, managing inquiries and emails and prioritizing correspondence.
• Maintain accurate and organized records, files and databases, including confidential materials such as personnel files, contracts, and sensitive documents.
• Process all documents for signature inside the City Manager's Office.
• Prepare and edit reports, presentations and other documents as needed - ensuring accuracy and consistency.
• Serve as the office FOIA representative and work in conjunction with the Clerk of Council and City Attorney to provide accurate documentation.
• Manage information flow throughout the office, disseminate relevant updates, memos, announcements and events to all office staff.
• Prepare and seek meeting agendas.
• Attend and take minutes at meetings and follow up on action items to ensure timely execution.
• Organize logistical arrangements, hospitality and technology.
• Assist in the coordination and implementation of special projects, public engagement and initiatives by conducting research, preparing reports, and providing logistical support as needed.
• Oversee the day-to-day operations of the City Manager's office, including office supplies management, equipment maintenance, and facility coordination.
• Coordinate task management and work orders for repairs and maintenance.
• Implement safety practices.
• Maintain information technology updates for all office equipment and shared spaces.
• Ensure compliance with city policies, procedures and regulations.
• Assist in drafting and updating office policies and references as needed.
• Handle sensitive and confidential information with discretion and professionalism, maintaining confidentiality at all times.
• Foster positive working relationships with city department heads, elected officials, community stakeholders and external agencies to facilitate effective communication and collaboration.
• Collaborate with other administrative staff and department heads to ensure seamless coordination and communication across the organization.
• Undertake special assignments and ad-hoc tasks as delegated by the City Manager and his staff, demonstrating flexibility and adaptability in responding to evolving needs.
• Serve as a notary public.
Minimum Education and Experience Required
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Bachelor's degree or a combination of education and experience in administration, management, finance, or a related field.
• Experience in an extremely fast-paced work environment with constantly shifting priorities, a large and varied workload and short deadlines, all of which require an extremely strong attention to detail; and a high adaptability to accept and competently handle additional duties and/or responsibilities as required by the changing demands of the office.
• Experience in office management (preferably in a municipal government) and in assisting an executive officer in addressing complex administrative problems and functions preferred.
Additional Requirements
• Possession of valid driver's license issued by the Commonwealth of Virginia and acceptable driving record according to City criteria.
• Required to obtain/update Notary Public license within 90 days of start date.
• Relevant background checks must be satisfactorily completed.
• Must successfully complete IS100 and IS700 National Incident Management (NIMS) training within 90 days of employment. May also be required to complete higher levels of NIMS training as determined appropriate for the position.
The City offers an array of benefits combined with direct salary/wages in order to establish a total compensation package that supports the City's goals of attracting, rewarding, and retaining employees who are both representatives of the community and are also able to deliver exceptional services.
- Employees in full-time positions are eligible for the following benefits:
- Medical, dental, and vision coverage
- Retirement through the Virginia Retirement System (VRS); the City pays 20.96% and employees pay 5% of base pay (pre-tax) towards their VRS benefit
- Life insurance at no cost to the employee
- Optional benefits such as 457 deferred compensation, Roth IRA, flexible spending accounts, etc.
- Eligibility for parental leave and tuition assistance
- Paid Time Off
Employees of the City of Lynchburg may also be eligible for the Public Service Loan Forgiveness Program for federal student loans
Additional information about City benefits can be found on our and in the
01
DMV Release Notice: This position requires a valid driver's license and acceptable driving history. I hereby certify that I have read the DMV Record Release Notice, and give the City permission to obtain my driving record.
- Yes
- No
- I do not currently possess a Virginia Driver's License
02
If you answered in the above question that you currently possess a Virginia Driver's License, please provide your License Number.
03
(Current Out-of-State applicants and applicants who have had an Out-of-State Drivers License at any time in the last 3 years): I agree to provide, WITHIN 2 WEEKS OF MY APPLICATION, a copy of my driving record from that state where I am currently licensed or have been licensed within the past 3 years. I will contact Human Resources within 2 weeks if I am unable to obtain my out of state driving record in that time. I understand that my application may not be considered for this position until I submit my out of state driving record.You can email this information to human.resources@lynchburgva.gov, or fax to 434-845-4304 or mail this information to Human Resources, 900 Church Street, Lynchburg VA 24504. Include the name of the position for which you are applying. If you have a driving record less than 30 days old you can upload as an attachment to your application.
- Agree to provide record within 2 weeks of application date
- Do not agree (I understand I will no longer be considered for this position if I disagree.)
- Not applicable (I have not had an Out-of-State Driver's License during the past 3 years.
Required Question
