Executive Services Assistant

Job Description:

Executive Services Assistant

Description

Job Summary
Under general supervision, performs a wide variety of complex, responsible, and confidential administrative duties in direct support of executive management staff within the City Manager’s Office.
Essential Job Functions

• Responds to telephone, e-mail, or in-person inquiries for the City Manager’s Office from citizens, City Council, City staff, and others; exercising discretion in determining the nature of such inquiries and where and how they may be most appropriately expedited.
• Composes, types, reviews, and edits a variety of correspondence, reports, memoranda, presentations, forms, invitations, and other documents often of a highly sensitive and confidential nature.
• Assists with maintaining department calendars; schedules meetings, appointments, conferences, training, and travel arrangements, as needed.
• Processes invoices and other Executive Services expenses.
• Processes payments for specific projects and/or departments as required.
• Assists executive management staff with special projects and other related duties as needed.
• Takes and prepares minutes for various boards, committees, and commissions.
• Conducts and composes various studies, surveys and other special projects as needed.
• Performs records management for the department by organizing and maintaining paper and electronic records and files, scanning documents into City’s imaging system (Laserfiche), and ensuring compliance with records retention guidelines.
• Provides general administrative/clerical support including data entry, filing, copying, scanning, faxing, ordering office supplies, and processing incoming/outgoing mail.
• Relieves the Executive Services management team of routine administrative and clerical details as needed.
• May be required to coordinate and/or attend various meetings and functions for public and/or employee participation, and assists with preparations as needed.
• Provides backup assistance for Office Coordinator and works closely on daily tasks.
• Responds regularly and promptly to work.

Minimum Qualifications
Required:

• High School Diploma or GED , plus additional experience, training, and/or course work in business, public, or office administration.
• Must possess at least four (4) years of directly related office experience performing administrative, clerical, financial, or similar office support responsibilities in a professional office environment.

Preferred:

• Additional higher education such as an Associate’s/Bachelor’s degree or completion of a vocational program in office administration.
• Experience directly supporting executive-level staff and/or managing an office.

Equivalent combinations of education, experience, certification, and training may be considered.

Licenses, Certifications & Special Requirements

• Texas Class C driver’s license with a good driving record as measured by the City’s evaluation system.
• Certified Administrative Professional ( CAP ) preferred, but not required.

Salary:

$18.00-$22.00/hour (depending on qualifications)