If interested - go to http://ci.mansfield.oh.us and fill out a City Application.

_ CITY OF MANSFIELD _

MAYOR'S EXECUTIVE ASSISTANT

ORDINANCE: 23-201 ~ POSTING DATE: 05/22/24 ~ DEADLINE DATE: 5/31/24

The City of Mansfield, Ohio, Director of Human Resources announces the opening of the following unclassified position in the Mayor’s Office:

POSITION: ANNUAL SALARY RANGE:

Mayor’s Executive Assistant $31,200 - $67,000

GENERAL STATEMENT OF DUTIES:

Responsible for supporting and assisting the Mayor by performing the executive assistant and office management functions of the Mayor's office. Assists the Mayor on a variety of issues including researching and responding to questions from citizens regarding City projects, plans and initiatives of the Mayor's office. The position is characterized by involvement with broad City-wide issues and interactions with other elected officials, constituents, representatives of a wide variety of community, civil and business groups, City administrative staff and others on complex and sensitive matters. A high degree of confidentiality and sound independent judgement is necessary at all times, along with the ability to exercise strong customer service skills in a fast-paced environment with frequent interruptions.

ESSENTIAL FUNCTIONS OF THE JOB:

1. Mayoral Administrative Support: Provide administrative support to the Mayor, compose correspondence, email communications, news/press releases, incoming and outgoing mail, telephone calls, scheduling of meetings and events, purchasing of office supplies, preparing proclamations, routing communications to the appropriate source, assists in and coordinates in the preparation of legislative materials.

2. Scheduling and Travel: Schedules Mayor's appointments, meetings and appearances, maintaining a disciplined, organized schedule. Arranges Mayor's travel itinerary and

reservations, processes documents for advance travel money and reimbursement of

business expenses. Maintains scheduling of Mayor's conference room.

3. Customer Service: Receives and responds to a variety of inquiries, concerns and complaints from citizens and individuals with a business interest in the City. Screens and refers calls, letters, and email as appropriate. Assists in the resolution of problems and concerns through explanation of City or departmental practices and policies. Researches issues for the public and for the Mayor. Prepares responses to correspondence. Prepares drafts of proclamations and other documents issued by the Mayor as needed.

4. Communications: As a representative of the Mayor's Office, interacts with the public

using courtesy, tact, and discretion at all times. Maintains effective communications with

the City Council and City staff, providing assistance as appropriate in matters needing the

attention of the Mayor or administration. Routes or otherwise handles press inquiries to

the Mayor according to protocol. Maintains a good working relationship with members of the media; supplies appropriate and accurate information as authorized. May assist in monitoring City of Mansfield social media accounts.

5. Department Head Liaison: Works collaboratively with the Deputy Administrator, acts as liaison to staff, provides a communication link between Mayor and department heads/staff. Alerts the Mayor and administration to information and problem areas needing attention or awareness. Attends Mayor's Department Head staff meeting in order to keep informed of City/departmental activities, City projects, issues and actions. Prepares minutes of meetings and distributes as needed, as well as other follow up duties as assigned. Assist the Mayor in preparing and distributing the annual State of the City address.

6. Confidentiality and Discretion: Protects sensitive and confidential information regarding collective bargaining agreements, personnel matters, litigation, and other matters requiring a high degree of discretion.

7. Records Management: Acts as records manager for Mayor's Office; maintains and

updates office filing systems; updates various policies and procedures manuals. Responsible for sending/retrieving archival materials. Keeps accurate logs of all contracts, bonds, or other legal documents which the Mayor signs and routes for final disposition per procedure. Records and routes to Law Department all legal documents served to the Mayor as Chief Executive of the City. Monitors and routes payroll documents, conference and vacation leave requests of department heads.

8. Financial Administration: Assists the Mayor in the preparation and administration of the Mayor's budget and financial records. May prepare and submit payroll, PO's, new hire letters, and other similar documents.

9. City Boards & Commissions: Maintains appointment/reappointment records for the

City's 17 boards and commissions, prepare appointment/reappointment letters, prepare

legislation requests when required, notify council committee chair. Serves as secretary

to various city boards and commissions by preparing meeting notifications, preparing

board member meeting packets, and taking and transcribing meeting minutes.

10. Community Representation: Represents the Mayor's Office at community functions and board meetings as directed by the mayor.

11. Other Duties: Works on special assignments and projects as directed by the Mayor.

PERFORMANCE REQUIREMENTS (Knowledge, Skills, and Abilities):

Knowledge of:

• Municipal administration and familiarity with the functions and activities of the

departments and divisions of municipal government.

Skill in:

• Excellent literacy skills, including reading, composition, knowledge of standard and

business English usage, punctuation, spelling, grammar, and format.

• Excellent interpersonal skills to work with the public, staff, elected officials and media

using courtesy and tact in sensitive or high-pressure situations.

• Excellent listening skills and the ability to communicate orally and in writing in clear concise language appropriate for the purpose and parties addressed.

• Problem solving, decision making, time management, planning and organizing skills.

• Accurate minutes and notes taking skills.

• Strong computer skills including word processing, data entry/retrieval, spreadsheet applications.

• Excellent time management skills.

Ability to:

• Develop and maintain a working familiarity with City business and priorities, current and

ongoing City departmental and legislative issues, and community stakeholders.

• Demonstrate a desire and ability to identify and serve customers (internal and external).

• Demonstrate a concern for surpassing standards of excellence, reaching challenging goals, and continuously improving work.

• Demonstrate an ability to work cooperatively within diverse groups and across the organization to achieve group and organizational goals.

• Demonstrate critical judgment in sensitive and emergency situations.

• Function calmly and effectively under stress.

• Handle several tasks simultaneously while maintaining accuracy and attention to detail in

an environment of frequent interruptions.

• Work independently in carrying out position responsibilities.

• Maintain a high level of confidentiality and professionalism at all times.

• Maintain consistent and punctual attendance.

• Ability and willingness to demonstrate the Public Service Competencies of Service Orientation, Results Orientation, and Teamwork and Cooperation.

• Physical ability to perform the essential functions of the job, including:

v Frequently operate a computer and other office machinery such as a keyboard, mouse, phone, and fax machine;

v Frequently communicate accurate information and ideas with others;

v Occasionally move between work sites.

WORKING ENVIRONMENT:

Work is performed in an executive office suite setting of high public contact and visibility and in a semiprivate office at a computer workstation. May experience frequent interruptions. May also require occasional travel. This is a sedentary position with minimal physical exertion requirements.

EXPERIENCE AND TRAINING REQUIREMENTS:

• High school diploma or General Equivalency Diploma (GED).

• Five (5) years general office experience including at least two (2) years providing direct

support to a public official, executive, or government agency.

• Work experience must include intermediate utilization of computer software applications, including spreadsheets, scheduling, and word processing.

• Typing at 45 wpm NET required.

• Significant experience in a public office setting is desirable.

• College or vocational training in area related to the position, such as office management,

public administration, or other related area is preferred.

• Municipal or other governmental experience strongly preferred.

• An equivalent combination of education and experience sufficient to provide the

applicant with the knowledge, skills and abilities to successfully perform the essential functions of the job will be considered.

LICENSE/CERTIFICATION REQUIREMENTS:

You Must possess a valid Ohio Driver’s License.

The specific statements shown in this description are not intended to be all inclusive. They represent typical elements and criteria considered necessary to successfully perform the job.

APPLICATIONS FOR THIS POSITION WILL BE ACCEPTED ON LINE OR IN THE HUMAN RESOURCES OFFICE. “WE ARE AN EQUAL OPPORTUNITY EMPLOYEE.” WE DO NOT DISCRIMINATE ON THE BASIS OF RACE, RELIGION, COLOR, SEX, AGE, NATIONAL ORIGIN OR DISABILITY.
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Job Type: Full-time

Pay: $31,200.00 - $67,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Ability to Commute:

• Mansfield, OH 44902 (Preferred)

Ability to Relocate:

• Mansfield, OH 44902: Relocate before starting work (Preferred)

Work Location: In person