Executive Assistant I

This is office coordination, support and executive assistant work for a department head.

An employee in this class functions in a confidential capacity coordinating and supervising the office support activities, preparing and scheduling meetings, appointments and calendars, coordinating special events, projects and programs and handling external contacts and information processing for the department head and staff.

Positions in this class are distinguished from other support positions by the department director's responsibility as City spokesperson for a major municipal function, direct and continuous contact with the public and the assistant’s responsibility for representing the Director in a public and official capacity. 

Personally handles external contact or forwards contact to appropriate staff, office or department head utilizing personal judgment regarding the sensitivity of the issue, public relations considerations and supervisor's policy.  Schedules appointments, special activities and meetings, notifies participants, and arranges for sites and other details as necessary.  Researches and compiles background data necessary to assist supervisor.  Coordinates and participates in a variety of special projects and programs.  Answers and processes complaints and requests for information concerning relevant City policies and procedures.  Prepares and distributes agendas to officials or citizens known to be affected by or interested in agenda items.  Prepares correspondence for supervisor's signature.  Makes travel arrangements and prepares related documents.  Creates and maintains a wide variety of manual and computerized files and records to support supervisor's responsibility and to establish records of action.  Coordinates records retention schedules for the department head.  Verifies payments to correct codes.  Updates department web page.  Designs/updates office forms and establishes data reporting procedures.  Coordinates or prepares office payrolls and initiates a variety of forms such as purchasing requisitions, direct pays, reports of receipts and personnel requisitions.    Coordinates contracts and legislation.  Serves in a fiduciary capacity for the Director as required.  Takes minutes of meetings and commissions and prepares permanent legal record of proceedings. Coordinates and participates in the processing and distribution of all mail and correspondence.  Maintains office supply inventories and coordinates purchasing activities.  Notarizes legal documents.  Transcribes audio recordings.  Performs related work as required.

Graduation from an accredited high school or GED and a minimum of five years of paid experience in office support work which includes a minimum of three years at the advanced administrative support level. 

Considerable knowledge of the organization, functions and protocol of the government of the City of Akron.  Considerable knowledge of the policies, responsibilities, functions and resources of the department to which assigned. Considerable knowledge of the professional and technical practices, terminology, and major reference sources for the department’s subject matter field(s).  Considerable knowledge of City rules governing divisional purchasing, payroll, accounting and personnel activities and transactions.  Extensive knowledge of standard office practices.  Considerable knowledge of the design and maintenance of computerized and manual record systems.  Knowledge of principles and processes for providing administrative support and excellent customer service.  Knowledge of the city public records policies. Considerable knowledge of business English usage, including spelling, punctuation, and grammar.

Exceptional skill in establishing and maintaining effective working relationships with citizens, subordinates, public and community leaders and co-workers and for dealing tactfully and successfully with difficult and sensitive matters.  Skill in the use of standard office equipment for purposes of communicating, duplicating, data entry and retrieval and performing of mathematical calculations.   Ability to apply appropriate judgment in deciding matters needing the attention of supervisor and in the personal handling or forwarding of all matters to appropriate individuals.  Ability to prepare correspondence, compile data, and proofread a variety of written communications and materials.  Ability to effectively plan, coordinate and supervise the work of other employees including training them in all aspects of the work. Skill in transcribing audio recordings.  List of essential job functions available upon request.

This is a classified position. 

The selection process will consist of a competitive examination with credit for education and experience. A passing score must be obtained on the competitive examination in order to receive credit for education and experience.  TEST WEIGHTS: Competitive Examination 70%, Education 20%, Experience 10%.  

Candidates must meet the qualifications and requirements listed in the announcement at the time of examination and at the time of appointment.

NOTE: The competitive examination may be suspended if shown to be impractical because of an insufficient number of qualified candidates.  The candidates will then be ranked in a standard manner based on 70% for qualifying, 20% for education, and 10% for experience.
 
Since this examination is posted on a combined basis, two separate eligibility lists will be generated with promotional candidates considered before open candidates.

NOTE:  YOU ARE RESPONSIBLE FOR CHECKING YOUR APPLICATION STATUS THROUGHOUT THE STEPS IN THE SELECTION PROCESS BY VIEWING YOUR GOVERNMENTJOBS.COM ACCOUNT.  IF YOU HAVE ANY QUESTIONS OR ARE UNABLE TO CHECK YOUR STATUS ON-LINE, YOU MAY CALL THE PERSONNEL DEPARTMENT AT 330-375-2720.  

Email correspondence generated from our system will be sent from info@governmentjobs.com.  To ensure you receive important communication from our office, be sure to make this address a safe sender.

EQUAL OPPORTUNITY EMPLOYER

The City of Akron is committed to fostering a diverse and inclusive workforce, which includes building an environment that respects the individual, promotes innovation and offers opportunities for all employees to develop to their full potential. A diverse workforce helps the City realize its full potential. The City benefits from the creativity and innovation that results when people with different experiences, perspectives, and cultural backgrounds work together. In compliance with Title VII of the Civil Rights Act of 1964 (Title VII), the Americans with Disabilities Act (ADA), the Fair Labor Standards Act (FLSA), and the National Labor Relations Act (NLRA), the City is committed to providing equal employment opportunities for all individuals regardless of race, color, ancestry, national origin, language, religion, citizenship status, sex, age, marital status, sexual preference or orientation, gender identity/expression, military/veteran status, disability, genetic information, membership in a collective bargaining unit, status with regard to public assistance, or political affiliation. The City adheres to these policies in both our hiring and employment practices.

Applicants are required to meet the minimum qualifications for the position with or without an accommodation.  If you are a qualified applicant with a disability, please notify the Department of Human Resources at least one week prior to testing if requesting a reasonable accommodation for the testing process.  

The City of Akron is committed to protecting the safety, health and well-being of all employees in our workplace and providing the community with the highest quality municipal services possible.  Alcohol, marijuana, and drug abuse in the workplace pose a significant threat to these goals.  In furtherance of its goal to maintain a drug and alcohol-free workplace, the City conducts pre-employment drug screening for illegal drugs, marijuana, and the illegal, unauthorized use, or intentional misuse of prescription drugs.  Any candidate who tests positive for marijuana or the illegal use of drugs will not be hired.

Salary : $45,032 - $60,237