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  • Executive Assistant

    City of Decatur
    Job Description
    Job Summary

     

    Provides administrative support to the City Manager and Deputy City Manager. The position performs advance level clerical, administrative, and payroll functions to include, but not be limited to, participation in highly confidential department operations.

     

    Major Duties

     

    • Performs a variety of administrative or executive support tasks that are highly confidential and sensitive.
    • Coordinates office management activities for the City Manager, Deputy City Manager, and City Council.
    • Researches, compiles, assimilates and prepares confidential and sensitive documents, and briefs the appropriate administrator or executive regarding content.
    • Reads and screens incoming correspondence and reports; makes a preliminary assessment of the importance of materials and organizes documents; handles matters personally when appropriate, and forwards pertinent materials to the City Manager and/or Deputy City Manager.
    • Receives and screens incoming calls and visitors, determines which are priority matters, and alerts the City Manager and/or executive staff accordingly. Makes referrals to appropriate staff or provides requested information.
    • Informs others of the City Manager and/or executive staff's positions on issues.Speaks for executive staff on issues and matters of City business, when authorized and instructed to do so.
    • Composes letters and memoranda in response to inquiries.
    • Processes and maintains records for payroll and personnel files for the department.
    • Acts as liaison between the City Manager and executive staff, subordinates or others, by relaying directives, instructions and assignments and following up on the status of assignments.
    • Produces requested documents, charts, and graphs in final form.
    • Updates the City Manager and Deputy City Manager on the status of issues before scheduled meetings.
    • Coordinates responses to web inquiries either via direct response or in conjunction with various departments. Responds to all citizen complaints that are registered to the City Manager's Office and works with the City departmental staff until resolution is obtained.
    • Prepares and distributes fact sheets, press releases, photographs and scripts to area media representatives and other persons to publicize City activities and messages.
    • Records, produces, edits, and provides regular news and content updates to web site, city social media channels and to cable access channel in consultation with the City Manager and/or Deputy City Manager. Records other meetings and events as other job constraints permits.
    • Helps to plan and coordinate public outreach events and management of City of Decatur communications plan.
    • Coordinates schedules and schedules meetings and appointments for City Manager and Deputy City Manager.
    • Provides basic research as related to ongoing City Planning and Economic Development projects, maintaining records and files and preparing reports.
    • Reviews, proofreads, and edits documents prepared for the City Manager and the Deputy City Manager for signature; takes and transcribes dictation on technical and confidential matters; and coordinates and facilitates the City Manager's and Deputy City Manager's calendars to arrange appointments, meetings, and conferences.
    • Assists in preparing department budget; recommends actions to be taken on office expenditures such as equipment and supply needs.
    • Assists with the establishment, revision and maintenance of office procedures and policies; establishes and maintains various filing and records management systems; and compiles and maintains records, statistical information, and reports.
    • May supervise, train and assign clerical work to other administrative staff, temporary staff, and/or summer workers.
    • Makes travel arrangements for the City Manager and executive staff; prepares itineraries; prepares, compiles and maintains travel vouchers and records.
    • Operates standard office equipment to include personal computer, calculator, copier, Laserfiche and fax.
    • Prepares, maintains and submits purchase orders and maintains office supplies inventory.
    • Serves as the Deputy City Clerk.
    • Acts as special projects coordinator for ensuring successful completion of City projects as assigned, and performs related work as assigned.

     

    Knowledge & Skills

     

    • High school graduate or equivalent, supplemented by business school courses in stenography, office practices and procedures and five years responsible experience in performing various administrative support work to include typing, filing, bookkeeping and operating computers, or any equivalent combination of education and experience.
    • Thorough knowledge of administrative practices and department operations.
    • Ability to prepare clear and concise reports, through use of proper grammar, punctuation, spelling and arithmetic.
    • Skill in typing, filing, preparing, maintaining and organizing reports, records, documents, lists, correspondence and other paperwork necessary to department operation, both accurately and efficiently.
    • Skill in operating various office equipment including typewriter, word processor, personal computer, calculator and microfilm processor.
    • Ability to maintain confidentiality of department operations and correspondence.
    • Skill in communicating clearly and effectively both orally and in writing.
    • Knowledge of payroll procedures, budgetary procedures and personnel functions.
    • Skill in answering telephone and providing information to public regarding department's services.
    • Skill in performing various administrative functions.
    • Ability to maintain regular work site attendance.

     

    Supplemental Information

     

    Residency must be established within the corporate limits of the City of Decatur within twelve (12) months of appointment.

    Contact Information