What are the responsibilities and job description for the Executive Secretary- Mayor’s Office position at City of Alton?
Executive Secretary- Mayor’s Office
JOB SUMMARY
The Executive Secretary provides high-level administrative and organizational support to the Mayor and City Council Coordinator. This role involves receiving and directing visitors and phone calls, scheduling appointments, preparing correspondence, processing accounts payable and City liquor and video gaming licenses, performing typing and filing tasks, coordinating the Mayor's schedule, and overseeing day-to-day office operations. Key responsibilities include maintaining regular contact with government officials, City Council or board members, the public, and various City staff. The position demands strong communication skills, excellent time management, and a keen attention to detail. Proficiency in computer applications, especially the Microsoft Office Suite, as well as strong customer service skills, are required. The ability to multitask effectively while maintaining a professional demeanor is essential for success in this role.
JOB RESPONSIBILITIES
- Provide front-line customer service to the general public and serve as the primary point of contact for all incoming communication to the Mayor’s office.
- Provide comprehensive administrative assistance to the Mayor, including scheduling, answering phone calls, drafting correspondence, and managing daily activities in a professional and timely manner; Receive and respond to various inquiries and complaints and delegate as necessary to the appropriate Department.
- Initiate specified correspondence independently for signature by the Mayor or administrative staff; review finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate grammar; Draft and proofread letters, speeches, and other documents for the Mayor.
- Assist with budget management, including processing invoices, managing office expenses, and preparing the annual department budget.
- Process liquor and video gaming licenses, including typing letters and applications, sending information to various departments, checking for indebtedness, and posting payments to the proper accounts.
- Manage office supplies, equipment, and files to ensure the Mayor's office operates smoothly and efficiently.
- Organize and maintain various administrative, reference, and follow-up files
- Manage the Mayor's calendar by effectively scheduling and prioritizing meetings, appointments, conferences, and events. Ensure that all logistical arrangements are managed in a timely and efficient manner.
- Serve as Notary Public for the office.
- Keep informed of pertinent City and departmental activities; organize own work, set priorities, and meet critical deadlines.
- Handle confidential and sensitive information with discretion and in accordance with established privacy protocols.
- Other duties as assigned by the Mayor.
SUPERVISION RECEIVED
This position reports directly to the Mayor.
MINIMUM QUALIFICATIONS
The ideal candidate for the Executive Secretary position should possess a high school diploma and a minimum of three years of proven experience as an executive assistant, administrative assistant, or in a similar role. Strong verbal and written communication skills are essential, along with proficiency in the Microsoft Office Suite. The ability to work independently, manage multiple tasks simultaneously, and exhibit excellent organizational and time-management skills is required. Discretion and the ability to maintain confidentiality when handling sensitive information are critical. Additionally, knowledge of local government operations and procedures will be considered a plus. This position is appointed by the Mayor subject to the approval of the City Council and requires residency within Alton Community Unit School District 11.
*The City of Alton offers reasonable accommodation in the hiring and employment process for individuals with disabilities. If you need assistance to accommodate a disability, you may request an accommodation at any time.
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws, and employees may be required to comply with the changes.
Salary : $50,000 - $55,000
