What are the responsibilities and job description for the Executive Assistant to the Mayor position at City of Roanoke, Virginia?
City Clerk's Office
Works under the supervision of the City Clerk and works directly for the Mayor. Work is performed under minimal direction with initiative, discretion, and independent judgment. Manages the Mayor’s calendar and provides support in the development of communications from the Office of the Mayor. Performs specialized office procedures such as transcribing meeting minutes/notes, creating forms and tables, or typing documents, correspondence, technical and statistical reports, and data for publication. Interacts with other departments and the public by telephone, email or in person; provides information, directs individuals to appropriate personnel, takes and relays messages, or receives, logs, and processes complaints. Compiles data for special and periodic reports; assists with presentation of data as directed and assists in completion of technical assistance projects. Responds to FOIA inquiries on behalf of the City Clerk and Mayor’s Office. Performs routine accounting tasks such as processing incoming checks, reviewing invoices and payment vouchers; sets up and maintains departmental files. Develops and maintains access databases for Council-appointed bodies; provides assistance with computer software. May supervise an assigned staff. Associate's degree in business, secretarial science or related field; five or more years related experience and/or training in local government or a related field; or equivalent combination of education and experience.
The City of Roanoke is an Equal Employment Opportunity/AA/M/F/Disability Employer.
To elevate the performance of the organization, we are committed to respecting, celebrating, and embracing the collective mixture of differences and similarities between our employees as a rich tapestry. Our behaviors will demonstrate open communication, and we will seek opportunities to learn, recognizing and rewarding actions that promote acceptance while suspending judgment. By doing this, we will foster an inclusive, open work environment that delivers excellent service and creates a more vibrant and inviting community.
SUMMARY
Under the supervision of the City Clerk, the Executive Administrative Assistant is an exempt position under the FLSA. This position involves advanced and senior level administrative and secretarial work. The person in the position will perform a wide variety of confidential and complex administrative and technical duties on a day-to-day basis for the Mayor. Work includes community service/public relations duties as the person is the first contact for the general public in the administrative offices. The position also gathers materials and information for the public, City Manager, City Attorney or City Council, and staff.
ESSENTIAL DUTIES AND RESPONSIBILITIES
include the following. Other duties may be assigned.
Controls, coordinates and monitors a work control system
Researches and analyzes information to identify trends, draws conclusions, make recommendations
Prepares monthly reports detailing material and personnel usage and departmental cost accounting data
Develops financial reports and data analysis
Analyzes budget and develops recommendations for department
Interprets, monitors and analyzes information regarding operating policies and procedures
Recommends improvements to existing and proposed administrative policies, practices and techniques
Conducts field observations to ascertain the level of service rendered by various City agencies
Channels citizen complaints and requests for service to appropriate service agencies and performs necessary follow-up
Resolves problems that have a significant impact on the overall goals of the department
May serve as liaison with the public, State, Federal, private organizations, boards and commissions
Performs payroll time entry and completes personnel transactions for department
Prepares technical and non-technical correspondence and/or presentation materials
Maintains office calendars including court appearances, meetings, etc.
May assist with grant writing and researches grant opportunities
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
Associates degree in business, Secretarial science or related field; five or more years related experience and/or training in local government or a related field; or equivalent combination of education and experience.
LANGUAGE SKILLS
Excellent written, verbal, and interpersonal communication skills. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to prepare reports and correspondence. Ability to communicate effectively with groups of customers or employees of organization.
REASONING ABILITY
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret a variety of instructions furnished in written or oral form and deal with several abstract and concrete variables.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand and sit. The employee is occasionally required to walk. The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate
.This is a job description and not an individualized position description. A job description defines the general character and scope of duties and responsibilities of all positions in a job classification, but it is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.
Salary : $49,201 - $78,721
