Executive Assistant, Grade 9

The City of Glenarden is currently seeking a full-time Executive Assistant. This position is responsible for high-level administrative support to the City Manager and Assistant City Manager. The incumbent performs a full range of highly responsible, complex, secretarial, advanced clerical, and programmatic support functions of a general or specialized nature. Assist the City Manager and Assistant City Manager on a variety of issues including researching and responding to questions from citizens regarding City of Glenarden projects, plans and initiatives and work requires a high degree of confidentiality and discretion in a publicly sensitive environment. The incumbent of this position reports directly to the City Manager.

Primary Functions:

• Provides comprehensive support to the City Manager and Assistant City Manager, by managing their schedules, handling correspondence, preparing reports, coordinating meetings, and performing other critical tasks, often requiring a high level of confidentiality and knowledge of municipal operations and procedures.
• Serves as liaison between the City Manager and Assistant City Manager and the general public, as well as outside groups and agencies; provides general and specialized information and assistance regarding assigned function that may require the use of judgment, tact, and sensitivity and the interpretation of policies, rules, and procedures as appropriate; explain programs, policies, and activities related to specific program area of assignment.
• Receives and screens communications to the City Manager and Assistant City Manager, such as office visitors, telephone calls, e-mail messages, and mail.
• Prepares special reports and performs special projects that may require research, gathering, and organizing information from a variety of sources; assists assigned staff with special projects as requested.
• Drafts and/or types, formats, edits, revises, and print a variety of documents and forms including reports, correspondence, memoranda, agenda items and reports, agreements, ordinances, resolutions, technical and statistical charts and tables, and other specialized and technical materials from rough drafts, dictation, modified standard formats, and brief verbal instructions.
• Proofreads, verify, and review materials, applications, records, reports, and publications for accuracy, completeness, and conformance with established standards, regulations, policies, and procedures; ensure materials, reports, and packets for signature are accurate and complete.
• Develops, revises, and maintains standardized and master documents; composes correspondence, reports, and informational materials; assist in designing and producing technical information handouts; copy, disseminate, and post documents and information as appropriate.
• Assist with the execution of contracts and other documents by the City Manager and Assistant City Manager, ensuring that all documentation required for execution are in order and properly filed, including but not limited to Notary Public, resolutions, business licenses, insurance certificates and the like.
• Creates and maintains computer-based tracking information and reports including assigned databases, records, and lists; creates standard statistical spreadsheets; inputs corrections and updates; assists in the compilation of reports.
• Assist in assembling and preparing the annual budget for the City Manager; monitors expenditures against budget; prepare purchase requisitions and requests for payment.
• Maintains calendar of activities, meetings, and various events for the City Manager and Assistant City Manager; coordinate and arrange special events as assigned; coordinate activities and meetings with other City departments, the public, and outside agencies, and if required prepare and/or assemble meeting materials.
• Upon request, coordinates, makes, processes, and confirms travel arrangements for the City Manager and Assistant City Manager.
• Utilizes various computer applications and software packages; develop, enter data, maintain, and generate reports from a database; design, maintain, and utilize data to develop reports using spreadsheet software; create, format, and revise charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing software.

Qualifications:

• High school diploma or general education degree (GED); post-high school education or professional certificate from college or technical school.
• An associate’s degree from a two-year college or technical school is highly desirable.
• Must have a valid Driver’s License
• Five to seven years of progressively responsible secretarial and office administrative support experience including providing assistance to management personnel.
• Proficiency in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms, is required.
• Experience in of municipal government and some level of familiarity with municipal planning and zoning process; to include some familiarity with municipal codes and the ability to interpret land use codes and understand the decision-making process, is desirable.
• Ability to plan and organize work to meet changing priorities and deadlines.
• Ability to understand, interpret, and apply general and specific administrative and departmental policies and procedures.
• Ability to interpret and apply applicable federal, state, and local laws, codes, and regulations.
• Ability to participate in researching, compiling, analyzing, and interpreting data.
• Ability to prepare clear, accurate, and concise reports.
• Ability to work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Ability to respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other agencies on sensitive issues in area of responsibility.
• Ability to exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Any equivalent combination of education and experience will be considered. EACH APPLICANT MUST INCLUDE INFORMATION THAT CLEARLY DEMONSTRATES THE ABOVE QUALIFICATIONS FOR THIS POSITION.

This is a full-time permanent position. Days and hours of operations are Monday through Friday, 8:30am – 5:00p.m. The incumbent may be expected to work evenings/weekends during City sponsored events. If selected, the candidate must successfully complete a background check, and a drug and alcohol screening. Starting salary $26.14 - $30.31 per hour. Please submit your resume to Karen Shoultz by the closing date of March 28, 2025.

Job Type: Full-time

Pay: $26.14 - $30.31 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Commute:

• Glenarden, MD 20706 (Required)

Work Location: In person

Salary : $26 - $30