Legislative Assistant

The Position

The purpose of this classification is to perform Legislative Assistance to the Mayor and Board of City Commissioners and perform specialized administrative and clerical support of the assigned department.

Duties

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Provides direct support to the Mayor and of City Commissioners and clerical support to the City Clerk.

Maintains files on Mayor and Commission letterhead/business cards/envelopes, etc. templates.

Maintains expense reports of the Mayor and Commissioners, under the direction of the City Clerk; assists in preparing the annual budget of the Mayor and Commissioners.

Responds to, and routes incoming telephone calls; relaying messages accurately and promptly; interacts with citizens, resolves issues when practicable and as directed; distributes information to the Mayor and Board of Commissioners.

Distributes agenda packets to the Mayor and Board of Commissioners before each Commission meeting.

Provides support in scheduling Commission Retreats including but not limited to: facilitating with Resort/Hotel staff on room setup, mileage reimbursement, reconciling expenses, menu assistance, document preparations and other duties as needed.

Schedules meetings for the Mayor and, upon request, provides scheduling assistance to the Board of Commissioners including but not limited to sending calendar invites/reminders of events; prepares documents, letters, Mayoral Proclamation preparation and framing and, Mayoral Photos.

Prepares travel arrangements for the Mayor and Commissioners including hotel accommodations, conference registration and completion of all travel documentation for Commission approval and reimbursements to the City or to the Elected Official.

Handles Mayor's incoming mail and emails; responding when applicable to resolve issues and concerns; generates mass emails for Mayoral meetings/forums; schedules appointments for the Mayor.

Provides support to Board of Commissioners: Maintains mailing lists, assistance with correspondence (Ward meeting notices, etc.)

Prepares meeting room setup for extra meetings of the Mayor and Commissioners, including preparation for Mayoral Forums.

Prepares documents including letters, memos, purchase requisitions, travel requisitions, and confirmations for City Clerk's office

Performs various financial duties including maintaining and entering payroll, purchase orders and requisitions.

Safeguards confidentiality of office files and information received

Enters/retrieves/processes/tracks/modifies and utilizes: Seamless Docs, Novus Agenda,
Vision Live, Kronos, JD Edwards, Outlook, Tracker, Microsoft Word/publisher/excel and word processing/spreadsheet/database presentation; internet email or other software as required.

Provides minimal software technical assistance when needed.

Supervisory Responsibilities

Directly supervises one (1) employee in the City Clerk Department, Mayor, and Board of Commissioners. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Minimum 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.

Education and/or Experience

Associate's degree with coursework emphasis in business education, personal computing, general office or related field preferred;

City Clerk's 15 hour State of Georgia Mandate training;

Three years previous experience and training that includes accounting, secretarial, administrative, clerical, general office, and computer skills or any equivalent combination of education, training, and experience which provides the requisite knowledge skills and abilities for this job. Must be able to type at least 30 wpm.

Certificates, Licenses, Registrations

City Clerk's Certification; Desktop Publisher

Core Competencies & ADA Compliance

To perform the job successfully, an individual should demonstrate the following competencies:

Use of Technology - Demonstrates required skills; adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity; keeps technical skills up to date.

Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively.

Continuous Learning - Assesses own strengths and weaknesses; seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.

Analytical - Synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data; designs work flows and procedures.

Design - Generates creative solutions; translates concepts and information into images; uses feedback to modify designs; applies design principles; demonstrates attention to detail.

Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem-solving situations; uses reason even when dealing with emotional topics.

Project Management - Develops project plans; coordinates projects; communicates changes and progress; completes projects on time and budget; manages project team activities.

Managing Customer Focus - Promotes customer focus; establishes customer service standards; provides training in customer service delivery; monitors customer satisfaction; develops new approaches to meeting customer needs.

Cooperation - Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.

Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.

Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.

Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.

Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts the success of the team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.

Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.

Team Leadership - Fosters team cooperation; supports group problem solving; acknowledges team accomplishments.

Change Management - Develops workable implementation plans; communicates changes effectively; prepares and supports those affected by change; monitors transition and evaluates results.

Delegation - Delegates work assignments; gives authority to work independently; sets expectations and monitors delegated activities.

Leadership - Exhibits confidence in self and others; inspires and motivates others to perform well; accepts feedback from others.

Managing People - Includes staff in planning, decision-making, facilitating and process improvement; makes self-available to staff; develops subordinates' skills and encourages growth.

Quality Management - Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness.

Impact & Influence - Displays ability to influence key decision-makers.

Conflict Resolution - Encourages open communications; confronts difficult situations; maintains objectivity; keeps emotions under control; uses negotiation skills to resolve conflicts.

Business Acumen - Understands business implications of decisions.

Cost Consciousness - Works within approved budget.

Diversity - Shows respect and sensitivity for cultural differences.

Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values.

Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities.

Strategic Thinking - Understands organization's strengths & weaknesses; identifies external threats and opportunities.

Sales Skills - Maintains customer satisfaction; maintains records and promptly submits information.

Personal Appearance - Dresses appropriately for position; keeps self well groomed.

Achievement Focus - Sets and achieves challenging goals; demonstrates persistence and overcomes obstacles; measures self against standard of excellence; recognizes and acts on opportunities; takes calculated risks to accomplish goals.

Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.

Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.

Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.

Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed.

Innovation - Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas.

Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.

Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.

Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.

Quantity - Meets productivity standards; completes work in a timely manner; strives to increase productivity; works quickly.

Safety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills

Ability to comprehend and apply principles of advanced calculus, modern algebra, and advanced statistical theory. Ability to work with concepts such as limits, rings, quadratic and differential equations, and proofs of theorems.

Reasoning Ability

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Computer Skills

Seamless Docs, Novus Agenda, Vision Live, Kronos, JD Edwards, Outlook, Tracker, Microsoft Word/Publisher/Excel and word processing/spreadsheet/database presentation

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to talk or hear and taste or smell. The employee is frequently required to sit; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must occasionally lift or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

The City of Albany, Georgia is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City of Albany, Georgia will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Employer Paid: Vacation Pay, Sick Pay, Holiday Pay, Medical Insurance, Dental Insurance, Life Insurance, Defined Benefit Retirement Plan

Optional:Vision Insurance, Short Term Disability Insurance, Long Term Disability Insurance, 457(b) Plan

Whole Life Insurance, Critical illness Insurance, Discounted YMCA Membership