Job Description

EXEMPT: No

JOB TITLE: Executive Assistant

DEPARTMENT City Manager

PAY RANGE: 19/1 - $18.64/hour.

ACCOUNTABLE TO: City Manager

SAFETY SENEITIVE: Yes

REVISED: 1/5/2022

This classification is a safety-sensitive position as defined by the United States Department of Transportation drug and alcohol testing regulations and/or the Oklahoma Standards for Workplace Drug and Alcohol Testing Act. As a safety-sensitive classification, you will be subject to drug and alcohol testing, including random testing. Marijuana is one of the substances included in the drug panel screening. Possession of a medical marijuana certification will not excuse you from the testing process, or the consequences of testing positive for marijuana.

JOB SUMMARY: Under general direction, performs highly responsible office management and confidential and complex administrative activities in support of the City Manager\'s Office and the City Commission. Provides general information and assistance to the public and City employees. Work varies considerably and individual judgment and discretion within prescribed procedures is required.

ESSENTIAL DUTIES:

• Must possess computer skills, ability to hear and speak clearly, and communicate effectively both verbally and in writing.

• Requires significant judgement and discretion in day-to-day decision-making in coordination with the City Manager, Department Heads, and City Commissioners.

• Work entails substantial and constant contact with the public, other government agencies, and fellow employees where the use of tact, diplomacy, and confidentiality is required.

• Requires ability to establish and maintain effective internal and external professional relationships.

• Must be able to understand and execute both oral and written instructions.

• Organizes work, sets priorities, meets critical deadlines, and completes assignments with minimal direction.

• Must be able to compile information and produce reports, brochures, and audio-visual materials for presentations for internal and external communication.

• Requires ability to perform a variety of clerical tasks with speed and accuracy.

• Must possess the ability to perform mathematical calculations using addition, subtraction, multiplication, and division.

• Physical requirements include bending, stooping, climbing stairs, prolonged sitting, dealing with stress in the daily operations, and lifting up to 35 pounds (greater with assistance).

MAJOR AREAS OF ACCOUNTABILITY AND PERFORMANCE:

• Screens calls, visitors, and mail; responds to sensitive requests for information and assistance; resolves citizen concerns and complaints; refers inquiries as appropriate.

• Provides information to callers and visitors as to City policies, procedures, laws, and regulations in response to routine inquiries and complaints.

• Performs secretarial and administrative responsibilities for the office of the City Manager.

• Receives, opens, reads, and routes mail for appropriate responses or actions.

• Prepares replies to routine correspondence, i.e., letters of support and nomination, proclamations, special event permits, and other public relations type of letters.

• Maintains appointment schedules for the City Manager, Assistant City Manager, Mayor and City Commission; arranges meetings with other departments and outside agencies.

• Prepares conference registrations; makes arrangements for transportation, lodging, and travel advances for the City Manager, Assistant City Manager, Mayor or City Commission.

• Possesses knowledge of principles and practices of municipal organization, administration, and budgeting.

• Administers the Department budget; prepares purchase orders.

• Researches and approves the payment of invoices for the City Manager\'s Office.

• Attends assigned meetings to coordinate and act as liaison between City Manager, Mayor, City Commission, and City Staff; prepares and distributes meeting agendas, presentations, reports, manuals, and other materials; takes and transcribes notes; maintains department records.

• Researches data and performs a variety of public relations duties on behalf of the City; drafts press releases; monitors and responds to social media posts; posts news updates to City website.

• Interacts with legislative personnel at local, state, and federal levels.

• Performs other duties as may be required.

EDUCATION, TRAINING, AND EXPERIENCE REQUIREMENTS:

• Graduation from high school (or equivalent) is required; degree in public administration or related field is preferred.

• Must be proficient with the full Microsoft Office suite; graphic design experience is preferred.

• Three years of progressively responsible administrative support experience is required; additional office management experience is preferred.

• Must possess a valid Oklahoma Driver\'s License and maintain a status of insurability.

SUPERVISION - RESPONSIBILITY FOR WORK OF OTHERS: Generally, none; however, position may supervise or monitor the work of others as may be directed.

Reasonable accommodations may be made to enable individuals with disabilities to perform any non-essential function.

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