Assistant to the Mayor and Commissioners

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

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.