Administrative Assistant to the City Manager

Job Summary: Under the direction of the City Manager, the Administrative Assistant provides essential administrative support to the City Manager and Leadership Team. This role includes scheduling appointments, composing correspondence, managing records, coordinating meetings, and assisting with projects. While greeting visitors and managing incoming calls is part of the role, the primary focus is on high-level administrative support to enhance departmental efficiency.

Physical requirements: Stand or sit for prolonged periods of time; occasionally stoop, bend, kneel, crouch, reach, and twist; to lift carry, push, and/or pull to moderate amounts of weight; operate office equipment requiring repetitive hand movement and fine coordination; travel to other locations using various modes of private and commercial transportation; and verbally communicate to exchange information.

Certification: Possession of a valid driver’s license, must be bondable, and possession of a Notary Public Certification or ability to obtain within one year of hire.

Essential Job Functions:
An employee in this position may be called upon to do any or all of the following essential duties:

1. Provide comprehensive administrative support, including drafting and proofreading correspondence, reports, and presentations.
2. Manage calendars, schedule meetings, and coordinate appointments for the City Manager and Leadership Team.
3. Respond to requests for information and refer certain requests and complaints from officials, customers, and the public to appropriate staff for resolution.
4. Handle confidential information with discretion and professionalism.
5. Assist with the maintenance of record keeping of agendas, notes, etc. ensuring compliance with document retention policies.
6. Respond to inquiries from staff, officials, and the public, routing requests to appropriate departments when necessary.
7. Generate requisitions and manage procurement processes for office supplies and departmental needs.
8. Support the planning and execution of events, including logistical coordination for the Council and Leadership Team.
9. Manage memberships for City Manager and Leadership Team
10. Liaison with Council members as needed.
11. Finalize Monthly City Manager Report in collaboration with the Leadership & Executive Team.
12. Coordinate City of Glenpool Internship Program through direction from Leadership Team.
13. Serve as the front desk representative for the City’s Executive Offices, helping to greet people, guiding them to the appropriate staff.
14. Coordinate use of the 3rd floor conference rooms, greet guests and provide refreshments as needed.
15. Perform other related tasks as required.

Essential Functions, Qualifications, Knowledge, Skills, and Abilities (KSA’s) for Employment

An employee in this class must have the following knowledge, skills, and abilities upon
application:

Knowledge

• Office administrative practices and procedures, including file and document management procedures and practices.
• Correct English usage, including spelling, grammar, and punctuation.
• City organization and basic information regarding ordinances, rules, policies, procedures, and operating practices applicable to providing telephone reception.
• Advanced use of Microsoft Office 365 and other software for graphics, spreadsheets, databases, word processing, PDF creation and editing to develop documents and materials requiring the interpretation and manipulation of data.
• City administrative policies and procedures applicable to areas of assigned responsibility, including the requisitioning and purchasing of equipment and supplies and maintenance of public records.

Skills

• Handle stress effectively without it interfering with performance.
• Strong organizational and multitasking skills.
• Excellent communication abilities, both written and verbal.
• Proficiency in Microsoft Office Suite, Adobe and office management software
• Ability to handle sensitive information with integrity.

Abilities

• Interpret, apply, explain, and reach sound decisions in accordance with regulations, policies and procedures.
• Type accurately at a speed necessary to meet the requirements of the position.
• Maintain strict confidentiality of privileged information.
• Use a high degree of tact, diplomacy, and discretion in dealing with sensitive and confidential situations and concerned internal and external parties.