Executive Administrative Assistant

Description

ESSENTIAL DUTIES & RESPONSIBILITIES

• Respond to inquiries from the public in general; determine nature of complaint, resolve complaint requiring interpretation of policies and procedures and research of background information, and/or refer as appropriate.
• Screen incoming mail for content and take appropriate action; review with Assistant City Managers or Executive Assistant as needed.
• Serve as project assistant to the Assistant City Managers; maintain the executive’s calendar of activities; schedule appointments and resolve conflicts; coordinate all travel arrangements.
• Schedule, arrange, and coordinate department activities, meetings, conferences, and various events; coordinate activities with other City departments, the public and outside agencies.
• Plan, organize and prioritize administrative tasks relating to the assigned office; compose and edit a variety of documents including comprehensive reports, general correspondence, minutes of meetings and agendas; may take minutes at meetings or represent the expressed interests of the Assistant City Manager in their absence in meetings.
• Formulate administrative budget and review with the director or division head with justification in coordination with Budget Analyst; assist in the preparation of departmental budget and monitor expenditures; requisition supplies and materials as required.
• Compose a variety of documents including general correspondence, reports, memoranda, proclamations, recognition, announcements and statistical charts.
• Supervise the requisitioning of supplies and materials as required.
• Operate a variety of office equipment including copiers, scanners, facsimile machines and computers; input and retrieve data and text; assist in the organization and maintaining of filing.
• Review, research and summarize a variety of fiscal, administrative and departmental information; process accounts receivables and payables.

MINIMUM QUALIFICATIONS

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:
Three years of progressively responsible administrative municipal experience or office management work.

Training:
Equivalent to completion of an Associate’s degree from an accredited college or university in business administration or a related field.

LICENSING & CERTIFICATIONS

Required:
Commissioned by the State of North Carolina as a Notary Public within one year of employment.

Preferred:
None.

From the time of closing, the selection process is anticipated to last approximately 4 - 6 weeks. The process will consist of a panel interview and clerical tests which may include but not limited to: Keyboarding, Proofreading, MS Excel, MS Word and Outlook, with the selected candidate being subject to a pre-employment drug screen, background check and driving history check.