Executive Administrative Assistant

POSITION SUMMARY

This position provides professional level support, management and oversight to key programs and processes as assigned by the City Manager. This is accomplished by managing assigned areas of responsibility; implementing goals, policies and priorities, interacting with the appointed officials and elected officials, as well as, the community.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned.

1. Provides complex, professional level support to the City Manager and members of the City’s administrative executive team.

2. Generate a positive image by communicating detailed and accurate information with internal/external customers in a timely and efficient manner and conducting such business in a professional manner.

3. Receives and screens calls and visitors.

4. Prepares and coordinates written communication.

5. Determine City Manager’s calendar based on priorities of the organization, schedule appointments and coordinate meetings, and provide for meeting and travel arrangements.

6. Performs department specific fiscal duties

a. Completes accounts payable processing for the Department under standardized procedures; enters purchase requisitions, tracks, and prepares purchase orders; verifies and processes invoices for payment.

b. Prepares multiple financial reports and spreadsheets requiring selection, preparation and interpretation of data as requested.

c. Maintains accounting record keeping systems for tracking and reporting in accordance with City processes.

d. Reviews monthly credit card statement and follow-up on any discrepancies. Tracks budgetary expenditures.

e. Reviews invoices and process for payment.

7. Makes recommendations regarding the analysis and review of procedures, and workflow.

8. Provides administrative support to special projects and general local government activities including organizational, financial, and strategic initiatives.

9. Provides administrative support to policy creation, review and development. Ensures proper guidelines and formats are utilized and maintain database for tracking development.

10. Provides customer service to internal and external customers; greets, receives and screens visitors and customers; addresses and resolves customer questions as able and refers complex inquiries, requests, or complaints to other appropriate staff as needed.

11. Picks up, sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and routes office mail; sorts and prepares outgoing mail and documents for pickup; retrieves, delivers, and sends faxes.

12. Composes specialized and confidential correspondence; proofreads and edits; enters, scans, updates, and maintains information in spreadsheets, databases, and reports.

13. Purchases and monitors office and operational supplies.

14. Performs executive administrative assistant functions; Serves as the primary receptionist for phone calls and visitors in the City Manager’s Office.

15. Performs project management, implementation, research and coordination for assigned special projects and programs.

16. Communicates with the public regarding complaints, concerns, and requests for information.

17. Develops and presents recommendations on programs, polices, and procedures as a result of assigned projects.

18. Prepares a variety of documents and analyses and reports for City Manager and other members of the City’s administrative executive team.

19. Makes presentations to civic and community groups.

20. Facilitates and leads interdepartmental teams or committees to accomplish a task, objective, or special project.

21. Attends assigned board, committee and staff meetings, assists City Manager at such meetings, and makes recommendations on subjects under discussion.

22. Investigates citizen, customer, staff and council concerns.

23. Other duties as assigned.

Job Type: Full-time

Pay: From $23.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No nights
• No weekends

Education:

• Bachelor's (Required)

Experience:

• local government: 1 year (Preferred)

Ability to Relocate:

• Durant, OK 74701: Relocate before starting work (Required)

Work Location: In person

Salary : $23