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Assistant to the Mayor and Commissioners

City of Paducah, KY
Paducah, KY Full Time
POSTED ON 3/3/2025
AVAILABLE BEFORE 5/28/2025

Job Type

Full-time

Description

JOB RESPONSIBILITIES :

Under the direction of the City Manager's Office, this position provides comprehensive administrative support to the Mayor and City Commissioners, managing their calendars, handling correspondences, coordinating events, acting as a liaison with city departments and constituents, conducting research on local issues, and representing the Mayor at various community functions. They will be responsible for providing a wide array of complex, diverse, and confidential, administrative and support services to elected officials, in a highly sensitive, demanding, political, and rapidly changing environment.

ILLUSTRATIVE DUTIES :

  • Perform a wide variety of responsible, confidential, complex administrative and secretarial duties for the Mayor and City Commissioners.
  • Maintain the calendar and schedule appointments for the Mayor and make travel and meeting arrangements as directed; manage complex, active calendars, identifying potential conflicts and making the most effective use of the Mayor's time related to City business.
  • Manages logistics, including arrangement of facilities, AV support, and catering as needed for Mayor's meetings and events.
  • Serve as primary contact and liaison for the Mayor and Commissioners, with other City staff, the general public, and outside agencies and organizations.
  • Flexible and willing to work an occasional evening or weekend on an as-needed basis.
  • Take and respond with impeccable follow-up to phone and in-person contacts which include screening inquiries, referring inquiries to appropriate departments, and following up on sensitive citizen complaints and inquiries; work with management staff to investigate and answer complaints and aid in resolving operational and administration problems that are raised with the Mayor.
  • Read, screen, and log incoming postal mail, electronic mail, and various requests; determine the action required and / or route as appropriate.
  • Collect information and prepare agenda materials for the Mayor; attend meetings and take notes of proceedings; prepare minutes; distribute agendas and minutes.
  • Assist with a variety of administrative tasks using discretion and independent judgment in accordance with general direction; conduct research and provide recommendations regarding project activity; make meeting and special event arrangements in accordance with established criteria; type drafts of city publications and coordinate the printing of these materials with outside vendors.
  • Perform a range of accounting duties in support of the office; assume responsibility for accounting and processing of requisitions and all expenses for assigned areas including travel expenses, mileage, and credit card usage.
  • Write, proofread, and edit a wide variety of comprehensive, complex, and confidential reports, letters, memoranda, and correspondence in accordance with established policy; independently respond to letters and general correspondence of a routine nature.
  • Schedule City-hosted events such as conferences, luncheons, and meetings for interagency and / or professional organizations which includes arranging accommodations, invitations, catering, set-ups, speaker arrangements, decorations, and follow-up correspondence.
  • General organization of kitchen, conference room, preparation / clean-up for the Mayor's meetings and events.
  • Utilize various computer applications and software programs; maintain and generate reports from a database or network system.
  • Communicate effectively both verbally and in writing; communicate in person, over the telephone, and in writing; bi-lingual skills are preferred but not required.
  • Perform other duties as assigned.

Full-Time Position

24.42 - $30.52 Hourly, $50,784 - $63,480 Annually

BENEFITS :

  • Opportunity for Annual Pay Increases
  • Paid Time Off
  • Medical, Dental, and Vision Insurance Offered
  • Retirement Benefits
  • Comprehensive Wellness Program Offered
  • Life Insurance and Long-Term Disability Insurance Provided by the Employer
  • Voluntary and Supplemental Benefits are Offered
  • An Employee Assistance Program is Provided by the Employer
  • Education Assistance Offered
  • Career Advancement Opportunities

    • Requirements

    QUALIFICATIONS :

    Requires a Bachelor's Degree in Public or Business Administration, Political Science, or a closely related field plus a minimum of at least three (3) years of increasing responsible administrative and support experience in a public agency; or a combination of education, training, and experience.

    PHYSICAL REQUIREMENTS :

    Primary functions require sufficient physical ability to work in an office setting and operate office equipment; continuous sitting and upward and downward flexion of neck; fine finger dexterity; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils; frequent side-to-side turning of neck, walking, standing, bending, stooping, pushing / pulling, and twisting at waist; moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. from below waist to above shoulders and transporting distances up to 50 yards; occasional squatting, kneeling, and reaching above and at shoulder height; moderate grasp to manipulate reference books and manuals; lifting objects weighing 20-35 lbs. from below waist to above shoulders and transporting distances up to 50 feet.

    KNOWLEDGE, SKILLS AND ABILITIES :

  • Perform responsible and difficult administrative support services involving the use of independent judgment and personal initiative.
  • Understand the organization and operation of the City and outside agencies as necessary to assume assigned responsibilities.
  • Effectively represent the Mayor and the City to outside individuals and agencies to accomplish the goals and objectives of the Mayor and City Commissioners.
  • Organize the flow of a wide variety of administrative functions and develop effective tracking procedures.
  • Prioritize a wide range of tasks and administrative support duties with varying time requirements to ensure timely completion.
  • Exercise good judgment in determining the routing level or referral appropriate for a variety of phone, in-person, and written contacts.
  • Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
  • Exercise tact and discretion when dealing with elected officials, City management, executives of other agencies and businesses, and community leaders.
  • Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
  • Manage multiple and rapidly changing priorities to meet the needs and expectations of elected and appointed officials and executives.
  • Receive the public in person or over the telephone; apply and explain regulations, policies, and procedures.
  • Develop, coordinate, and maintain complex record-keeping systems.
  • Interpret and apply the policies, procedures, laws, codes, and regulations pertaining to assigned programs and functions.
  • Work independently in the absence of supervision.
  • Develop, implement, and maintain standard filing systems.
  • Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, media, or other agencies on sensitive issues in the area of responsibility.
  • Adapt to changing technologies and learn the functionality of new equipment and systems.
  • Communicate and facilitate media event coverage and press releases.
  • Establish and maintain highly effective working relationships with City executives and managers, elected and appointed officials, committee members, staff, residents, and others encountered in the course of work.
  • Use correct English grammar, punctuation, and spelling; bi-lingual skills are highly recommended.
  • Understand and follow written and verbal instructions.
  • Communicate clearly, concisely, and effectively, both orally and in writing.

    • Salary Description

    24.42 - $30.52 Hourly, $50,784 - $63,480 Annually

    Salary : $50,784 - $63,480

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