City of Watertown, SD Hiring for Executive Assistant to City Manager Full Time

CITY OF WATERTOWN

JOB DESCRIPTION

Title:

Executive Assistant

Employee Group:

Non-represented

Department:

Administration

Pay Grade:

130

s To:

City Manager

FLSA Status:

Non-Exempt

POSITION SUMMARY

This position is responsible for complex and confidential administrative duties. The Executive Assistant assists in the daily operations of the department and maintains high professional standards in the creation of s and documents.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned.

• Provides confidential administrative and management support services to the City Manager, City Attorney, Mayor, and elected officials, as assigned.
• Generates a positive image by communicating detailed and accurate information with internal/external customers in a timely and efficient manner and conducts such business in a professional manner.
• Receives and screens calls and visitors. Pre-screens, sorts, and distributes incoming and outgoing mail.
• Prepares and coordinates written communication.
• Determines staff calendars based on priorities of the organization, schedules appointments and coordinates meetings, and provides for meeting and travel arrangements.
• Reviews monthly credit card statement and follow-up on any discrepancies. Tracks budgetary expenditures.
• Reviews invoices and processes vouchers for payment for assigned departments.
• Coordinates and prepares agendas and supporting documentation for meetings as assigned. Takes meeting minutes as assigned.
• Makes recommendations regarding the analysis and review of policies, procedures, and workflow.
• Assists with policy research and analysis of City programs and services, and other public policy issues.
• Assists with administrative support to special projects and general local government activities including organizational, financial, and strategic initiatives.
• Provides administrative support for policy creation, review, and development. Ensures proper guidelines and formats are utilized, and maintains database for tracking development.
• Provides customer service to internal and external customers; greets, receives and screens visitors and customers; addresses and resolves customer questions as able and refers complex inquiries, requests, or complaints to other appropriate staff as needed.
• Picks up, sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and routes office mail; sorts and prepares outgoing mail and documents for pickup; retrieves, delivers, and sends faxes.
• Composes specialized and confidential correspondence; proofreads and edits; enters, scans, updates, and maintains information in spreadsheets, databases, and s.
• Creates and maintains confidential filing and record systems and provides retention of records as required.
• Receives customer complaints that cannot be resolved by other support or technical staff. Refers to appropriate staff to work to resolve the issue.
• Performs and participates in special projects as assigned.
• Maintains inventory of office supplies and oversee maintenance and service needs of office equipment.
• Coordinates special events as assigned.
• Other duties as assigned.

KNOWLEDGE SKILLS AND ABILITIES

• Knowledge of administrative policies and procedures of the City.
• Ability to establish and maintain accurate records of assigned activities and operations.
• Ability to interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.
• Skill in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
• Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.
• Ability to think quickly, maintain self-control, and adapt to stressful situations.
• Knowledge of current office practices and procedures, and knowledge of the operation of standard office equipment and software.
• Knowledge of computer software including word processing, spreadsheet, and database applications consistent for this position.
• Ability to perform mathematical calculations required of this position.
• Ability to communicate clearly, concisely, and effectively in English in both written and verbal form.
• Skill in researching and understanding complex written materials.
• Ability to prepare and maintain accurate and concise records and s.
• Ability to apply sound judgment and discretion in performing duties, resolving problems, and interpreting policies and regulations.
• Ability to communicate detailed and often sensitive information effectively and concisely, both orally and in writing.
• Ability to handle sensitive interpersonal situations calmly and tactfully.
• Ability to maintain professionalism at all times.
• Ability to maintain effective working relationships with individuals within and outside the organization.
• Ability to maintain confidentiality and discretion regarding business-related files, s, and conversations within the provisions of Freedom of Information Act and other applicable State and Federal statutes and regulations.
• Ability to work the allocated hours of the position and respond after hours as needed.

PHYSICAL AND WORK ENVIRONMENTThe physical and work environment characteristics described in this description 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 or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee’s supervisor.

• This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
• Work has standard vision requirements.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
• Hearing is required to perceive information at normal spoken word levels.
• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
• Work has no exposure to adverse environmental conditions.
• Work is generally in a moderately noisy office setting (e.g. business office, light traffic).

MINIMUM REQUIRED QUALIFICATIONS

• High school diploma or equivalent.
• Four (4) years of progressively responsible experience in an administrative support role.

PREFERRED QUALIFICATIONS

• Associates Degree in an administrative or business program.
• Experience and/or training in legal assisting.

OTHER REQUIREMENTS

• Experience in a government setting.

Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

EMPLOYEE ACKNOWLEDGMENT

I have received, reviewed and fully understand this job description. I further understand that I am responsible for the satisfactory execution of the essential functions as well as skills and abilities described therein. Furthermore, I understand this document will change over time, as necessary. From time to time, I understand I may be asked to perform duties and handle responsibilities that are not specifically addressed in my job description. I understand that this does not constitute an employment agreement.

____________________________________________ ___________________

Employee Signature Date

____________________________________________

Employee Printed Name

Job Type: Full-time

Pay: $46,529.90 – $61,401.60 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Watertown, SD 57201: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Work Location: One location