The third level of the Administrative Support Series is responsible for performing advanced administrative duties in support of the City Manager and/or other executives that could include assisting with the implementation of department goals, objectives, strategies, and policies; planning and coordinating the work of lower level support staff; overseeing events for the City Manager and City Council with various internal and external agencies; conducting a variety of administrative projects and research; coordinating, planning and developing selected public relations, marketing and outreach efforts; supporting and advising staff on appropriate and professional public information communications; and maintaining and overseeing official City designs, standards & applications.
The Executive Assistant is distinguished from the Administrative Assistant in that it provides direct support to the City Manager and other executives and assists with the implementation of City-wide strategic initiatives.
Essential Job Duties:
Provides advanced confidential administrative support to executive management which includes preparing speeches, press releases, and presentations; preparing applications for municipal and other awards; interacting with public officials, external agencies, executive management, and/or City staff; and performing a variety of other related activities. Daily 30% Supervise staff to include prioritizing and assigning work; conducting performance evaluations; ensuring staff are trained; ensuring that employees follow policies and procedures, and maintaining a healthy and safe working environment; and making hiring, termination, and disciplinary recommendations. Daily 20% Prepares a variety of reports related to departmental activities and/or operations. Daily 10% Coordinates recruitment and appointments for all boards and commissions. Daily 10% Responds to sensitive requests for information and assistance; resolves citizen concerns and complaints; refers inquiries as appropriate. Daily 5% Conducts research as requested by management, staff, and the general public. Coordinates marketing for industrial park as well as selected public outreach. Daily 10% Oversees events for the City Manager and City Council with various internal and external agencies. Daily 5% Supports City Manager and Council in technology matters. Daily 5% Assists with budget preparation and administration, and coordinates outside agency request process; oversees expenditure allocations. Daily 5% Performs other duties of a similar nature or level. As Required
Associate's degree or two-year technical certificate; and 3-5 years of administrative support experience. Must be qualified to obtain Notary Public. Microsoft Office Specialist Certification desired. Note: Additional qualifying experience may, at the discretion of the hiring manager, substitute for the required education of the assigned position. Licensing requirements may vary in accordance with assigned area. Typical requirements: Notary Public License Valid Driver’s License
Ideal Candidate Information:
Associate's degree or two-year technical certificate; and 3-5 years of administrative support experience. Must be qualified to obtain Notary Public. Microsoft Office Specialist Certification desired. Note: Additional qualifying experience may, at the discretion of the hiring manager, substitute for the required education of the assigned position.
Licensing Requirements (positions in this class typically require):
Licensing Requirements: Notary Public License Washington State Drivers License
Knowledge (position requirements at entry): Knowledge of: · Modern office procedures · Customer service principles · Public relations principles and strategies · Media and community relations · Marketing tools and techniques · Current State of Washington records and information management principles, including management of electronic documents (paperless office) · Grammar, punctuation, and spelling principles · Office management principles · Basic accounting principles and mathematical concepts
Skills (position requirements at entry) Skill in: · Operating modern office equipment · Proficient use of technology and applicable software · Preparing a variety of reports and developing public relations/marketing materials · Prioritizing work and performing multiple tasks · Providing customer service · Maintaining various confidential records · Working independently · Performing mathematical calculations · Preparing business correspondence · Conducting research · Communication, supervision and interpersonal skills as applied to interaction with coworkers, supervisor, staff, the general public, etc., sufficient to exchange or convey information and to receive work direction
City of Longview, WA - 2 years ago