Executive Assistant

The Executive Assistant serves as the right-hand to the mayor. The position deals with key confidential and general responsibilities in the Mayor’s Office. The position serves at the mayor’s pleasure.

1. Coordinates the development and distribution of materials between the Mayor and the City Council, City Department heads, as well as City Boards and Commissions.
2. Coordinates the Mayor’s schedule arranging meetings and the Mayor’s participation in appropriate events.  Prepares weekly file folders and other information as needed for the Mayor’s schedule. 
3. Draft press releases and other communication issued by the Mayor’s office as well as coordinate information/ articles for City Newsletter
4. Coordinate the Mayor’s vetting, selection and timely appointments to City Boards, Committees and Commissions.
5. Serve as City Hall Point of Contact for State agencies, the League of Municipalities, Chamber of Commerce, etc.
6. Coordinate the agenda and preparation and scheduling of the Mayor’s regular meetings with City department heads.
7. Prepares payment vouchers, invoices and purchase orders.
8. Receives, deciphers, and responds to Open Records Requests for the Mayor’s Office. Redacts reports in compliance with Open Records Laws, with support and guidance from the Attorney’s office.

 Additional Duties and Responsibilities

• Maintain real-time information on social media sites
• Organizes and maintains department’s electronic and hard copy files and documents.
• Assists with the preparation of presentations to general public and community organizations to promote the City; Proclamations, Eagle Scout awards, Honorary Citizens.
• Performs administrative tasks for the Mayor’s Office. Receives and relays messages. Provides information to callers, visitors, and employees, or makes appropriate referrals. 
• Other duties as assigned.

Education and Experience Requirements

• Bachelor’s degree
• Local government experience desired
• 4 years of professional administrative assistant experience

A combination of education and experience that provides equivalent knowledge, skills, and abilities required to successfully perform the duties and responsibilities of this position may be considered.

Knowledge, Skills and Abilities 
Basic Level – Excel and PowerPoint
Intermediate Level – MS Word

• Ability to demonstrate professionalism, accountability, integrity, respect, compassion, and empathy to all residents.
• Ability to classify, compute and tabulate data and information, following a prescribed plan requiring the exercise of some judgment.  Ability to compare, count, differentiates measure and sort information.  Ability to assemble, copy, record and transcribe data and information.
• Ability to find, provide, and explain a wide variety of City of Wausau information to citizens and employees inquiring information.
• Ability to utilize a wide variety of descriptive data and information, such as regulations, non-routine correspondence, billing statements, invoices, payroll records, time sheets, schedules and calendars, a variety of departmental reports, computer software operating manuals, ordinances, contracts and general operating manuals.
• Ability to communicate orally and in writing with all City personnel, elected officials, and citizens.
• Ability to add and subtract, multiply and divide, and calculate percentages, fractions, and decimals.
• Ability to use functional reasoning in and independently apply rational judgment in performing diversified work activities.
• Ability to exercise the judgment, decisiveness and creativity in situations involving a variety of pre-defined duties subject to frequent change.
• Ability to operate, maneuver and/or steer equipment and machinery requiring simple but continuous adjustments, such as computer keyboard/terminal, calculator, multi-line telephone, photocopier, fax machine and computer printer.
• Ability to coordinate eyes, hands, feet and limbs in performing skilled movements such as rapid keyboard use.
• Ability to exert light physical effort in sedentary work environment.

Physical and Working Environment
Normal office working conditions within minimal exposure to disagreeable elements.  Normal mental and visual attention is required.   Minimal physical demand with minimal exposure to workplace hazards.IMPORTANT! All applications must completely filled out and have a Resume attached in the "Attachments" section of the application.  A Cover Letter is highly recommended, but not required.  Applications that are not complete and do not have the required attachment will not be considered.

When completing References section, include 3 professional references with current and valid email addresses.  References will not be contacted unless a conditional offer of employment is extended and accepted.

ADDITIONAL POSITION INFORMATION:
Starting hourly rate of $25.36 or higher DOQ.  The regular schedule for this position is 8:00 a.m. to 4:30 p.m. with a 30-minute unpaid meal break, Monday through Friday.

SPECIAL ACCOMMODATIONS:
The City of Wausau will make arrangements to furnish appropriate auxiliary aids and services where necessary and reasonable to afford an individual with a disability the opportunity to participate in the recruitment process. Please notify the Human Resources Department or phone (715) 261-6630 to request special accommodations prior to the application deadline.

NOTICE TO APPLICANTS:
Wisconsin Statutes, Sections 19.36 (7), 64.09 (5), and 64.11 (7) require public employers to treat the following items as a public record: Each applicant’s application, records, recommendations and qualifications except as provided in Section 19.36 (7), Wis. Stats. that allows the identity of an applicant to remain confidential if the applicant requests in writing that the City not provide access to this information.

If you choose not to have this information become a public record, you must make such a request in writing to the Human Resources Department. If you become a finalist for the position, your identity may be disclosed as required by law.
 
ADDITIONAL NOTICES:
https://www.dol.gov/agencies/ofccp/posters
https://www.dol.gov/agencies/whd/posters/fmla
https://www.dol.gov/agencies/whd/posters/employee-polygraph-protection-act
 
The City of Wausau is an Equal Opportunity Employer.

Salary : $52,749 - $69,659