Do you enjoy working in a fast-paced environment, being part of a dynamic team responsible for implementing change? If so, this job may be a perfect fit!
The Executive Assistant to the City Manager is responsible for providing a high level of professional service to the City Manager's Office, Fire Department and City Council. This position has the opportunity to gain experience and perspective on all operations throughout the City, while interacting with the Mayor and City Council, all levels of employees, and the general public.
ESSENTIAL FUNCTION STATEMENTS--Essential responsibilities and duties may include, but are not limited to, the following:
Essential Functions:
1. Actively participates and accomplishes organizational, departmental and workgroup goals and objectives.
2. Exhibits a service orientation toward internal and external customers and maintains productive working relationships.
3. Coordinates operational administrative activities and resources for assigned service area or top management position. Receives, researches, gathers information and processes requests and/or responds to inquiries. Assists in conveying and implementing policies and procedures of assigned area.
4. Manages calendars and/or dockets. Arranges meetings and location and equipment logistics. Prepares and distributes agendas, correspondence, informational materials and meeting minutes ensuring documents adhere to applicable standards. May make travel arrangements.
5. Greets internal and external customers via telephone and in-person. Provides high quality customer service by responding to requests, researching and resolving inquiries and issues, and conveying information regarding policies and procedures. Seeks appropriate contact or resource for information as required and provides responses in a timely manner.
6. Enters and maintains data in department databases. Researches and locates information, provides status/disposition updates, prepares documents and generates reports that are of a time-sensitive nature and adhere to applicable standards.
7. Based on assignment, may perform the following specialized activities: prepare and process financial administrative documents related to accounts payable, accounts receivable, purchasing, and travel expenses; provide budget tracking and expense reporting; provide interpretation and translation services; maintain necessary forms, supplies and information resources in assigned locations; and/or, other related activities.
8. Performs other duties of a similar nature and level as assigned.
QUALIFICATIONS
Knowledge of:
· Organizational governance, including structural and informal lines of authority;
· Proper etiquette in handling confidential or sensitive information with discretion;
· Project and resource coordination methods;
· Mathematical principles;
· Data entry and data management;
· Modern office equipment;
· Pertinent Federal, State and local laws, codes and regulations.
Ability to:
- Perform complex and confidential administrative support.
- Direct and coordinate the work of City staff.
- Supervise, train and evaluate staff.
- Prepare and administer large and complex budgets.
- Prepare clear and concise administrative and financial reports.
- Interpret, explain and enforce department policies and procedures.
- Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
- Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
- Interpret and apply Federal, State and local policies, laws and regulations.
- Independently prepare correspondence and memoranda.
- Type at a speed necessary for successful job performance.
- Maintain confidential records and reports.
- Respond to requests and inquiries from the general public.
- Work independently in the absence of supervision.
- Attend meetings at irregular hours.
- Operate and use modern office equipment, including a computer.
- Communicate clearly and concisely, both orally and in writing.
- Establish and maintain effective working relationships with those contacted in the course of work.
- Maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading, writing and operating assigned equipment.
- Maintain mental capacity which allows the capability of making sound decisions and demonstrating intellectual capabilities.
- Maintain physical condition appropriate to the performance of assigned duties and responsibilities.
The position requires an Associate’s Degree and five years of office or customer service experience or an equivalent combination of education and experience sufficient to successfully perform the essential duties in a fast paced and changing environment. Qualified applicants should submit a City of Lemoore application to Human Resources no later than Monday, February 29, 2016 at 4 p.m. Application materials and a more detailed job description are available at www.lemoore.com.