NBF-EAA-NBHD Executive Assistant - Neighborhoods

Pay Range: $50,000-63,000

POSITION SUMMARY: The Executive Assistant will provide administrative support for the Chief Neighborhoods Officer and executive level staff while exercising a high degree of discretion.

As a leader and employee of the City of South Bend, you are called upon to serve in a manner that supports Our Core Values: Excellence, Accountability, Innovation, Inclusion, and Empowerment as you carry out our primary employee expectations: Champion Values & Organizational Pride, Champion Operational Excellence, Make Sound Decisions, Embrace Coaching and Accountability, Communicate with Excellence, Value Diverse People and Perspectives, Embrace Personal Development, Exhibit a Positive Attitude and Own Your Health, Wellness & Safety.

SUPERVISION EXERCISED: Supervisory responsibility of Community Investment interns will not be initially expected but may be added at a later date.

ESSENTIAL DUTIES AND RESPONSIBILITIES: This list represents the types of duties required by the position. Other duties may be assigned as reasonably expected.

• Manage schedules for the Chief Neighborhoods Officer and executive staff including meetings, public appearances, speaking engagements, and travel arrangements.
• Compose correspondence responding to constituent concerns, requests for information, and interdepartmental communication.
• Assist in resolving customer concerns through listening, analyzing, investigating, mediating, providing information, and referrals.
• Coordinate with internal and external stakeholders to ensure successful implementation of programs, processes, and resources by the Neighborhoods Division.
• Prepare staff reports, agenda packets, meeting minutes, and provide other administrative support for the Animal Welfare Commission, Urban Enterprise Association of South Bend, and Community Homebuyers Corporation.
• Prepare and distribute communications, including legal documents and notices, on behalf of the Animal Welfare Commission, Urban Enterprise Association of South Bend, and Community Homebuyers Corporation.
• Assist with research, and compilation and submission of records related to Access to Public Records Act (APRA) requests.
• Process requests for payoffs associated with fees, fines, penalties, and/or citations issued by the Neighborhoods Division including creating legal documents to release liens, judgments, and/or special assessments.
• Coordinate office equipment needs, supplies, purchases, and maintenance, including the processing of purchase orders in the city financial system.
• Assist with processing Neighborhoods Division inquiries, including those received in-person, or by email, phone, and/or CRM.
• Provide back-up support to Neighborhoods Division administrative staff and team members, ensuring a timely and seamless delivery of services.
• Assist with maintaining the Neighborhoods Division city webpages.
• Assist in the compilation and preparation of Neighborhoods Division statistics and records for decision making, public meetings, presentations, budget, and departmental annual report.
• Assist in preparation of PowerPoint presentations.
• Assist with the arrangement of Departmental and Neighborhoods Division special events and team building occasions.
• Coordinate and/or participate in special projects as assigned by the Chief Neighborhoods Officer.
• Provide additional support and assistance in the efficient and effective delivery of City services through the Department.
• Maintain a clean, orderly office environment.

NON-ESSENTIAL/MARGINAL FUNCTIONS: Other duties as assigned.

EDUCATION / QUALIFICATIONS: To perform this position successfully, an individual must be able to perform each essential duty in a satisfactory manner. 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.

• Bachelor’s degree and/or at least 5 years of executive level administrative support or office management experience.
• Strong computer skills including high level of proficiency with Excel, PowerPoint, Outlook, and Microsoft Word. SharePoint experience a plus but not required.
• An equivalent combination of education and experience that provides the required skills, knowledge, and abilities to successfully perform the essential functions of the position may be considered.

KNOWLEDGE SKILLS AND ABILITIES:

• Experience that demonstrates initiative, problem diagnosis, critical thinking, and proactive problem-solving skills.
• Proven ability to manage multiple tasks in a fast-paced environment.
• Ability to work with conflicting deadlines and exercise good judgment in a variety of situations.
• Ability to effectively meet and interact with the public, work cooperatively with others, and handle stressful situations.
• Strong project management skills.
• Demonstrated experience following processes to achieve goals.
• Highly skilled in Microsoft Outlook, Word, Excel, and PowerPoint.
• Strong written and verbal communication, administrative, and organizational skills.
• Ability to use tact, discretion, poise, and diplomacy in difficult situations as well as flexibility and a positive approach.

CERTIFICATES, LICENSE, REGISTRATION:

• Valid Driver’s license required.
• Indiana Public Notary a plus.

EQUIPMENT: Landline and Cell Phones; Scanner; Desktop and Laptop Computers; Fax Machine; Copier.

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 frequently required to sit and walk and talk or hear. The employee is occasionally required to walk, use hands to fingers, handle or feel objects, tools or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required in this job include vision and the ability to adjust focus.

WORK ENVIRONMENT: Work is performed in office settings, with moderate inside temperatures. The noise level in the work environment is usually quiet to moderate. The entire office is smoke free.

DISCLAIMER: The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. The City of South Bend is an at will employer.