EXECUTIVE ASSISTANT MC

The Executive Assistant performs highly responsible clerical and administrative support activities and responds to customer service inquiries from the public and City employees.

Education / higher education : AA Degree or equivalent

For required college degrees, applicable field(s) of study : Human Resources, General Business or Accounting.

Minimum number of years of directly related experience : Five years in an administrative support role. In lieu of a degree, incumbent must possess seven years of experience.

Education and / or experience preferences : Prefer experience in a municipality, county, state government, or other high-level administrative position in a governmental entity

Driver's License requirement : Infrequent Driver Regular Driver's License Required Endorsements : None

Note For any driver, driving record must always meet City driving and insurability standards.

Required certifications, licenses or registrations : Notary Public

Time given after hire / promotion to obtain certification or licenses : six months

Preferred certifications, licenses or registrations : if working in the HR Dept-PHR preferred

Knowledge : General office procedures, equipment and protocol; understanding and working knowledge of the administrative functions of a high-volume department.

Skills : Must be able to type rapidly and accurately enough to successfully produce documents / spreadsheets, communicate via e-mail, or perform data entry as necessary to accomplish the essential functions of the position (should be able to test at 45 net wpm).

Use of technology, equipment and software typically used in the office environment. Typical office equipment (computer, fax, printers, calculator), Microsoft Suite of products such as Word, Excel, Access, Powerpoint, HTE System.

Abilities : Must possess the ability to think through complex situations and formulate a recommended course of action. Must be able to maintain confidentiality, consistency and accuracy amidst diverse information sources.

Interaction with Groups / Agencies / Entities : Works with department staff, supervisors and managers on routine assignments and special projects.

Maintains harmonious, courteous, and understanding relationships, while fostering a collaborative teamwork environment. Responds to requests from other employers for confidential employee information.

Presents a friendly and courteous image for the city with job applicants, the general public, employees, and public officials.

The following functions are typical for this position. The omission of specific functions does not exclude them if the work is similar, related or a logical assignment for this position.

Other duties may be required and assigned.

Serves as first point-of-contact for visitors and guests in person and on the phone; solicits and obtains applicable information to determine course of action;

resolves issues, dispenses information, and makes appropriate referrals.

• Assists the public and employees with applications, forms and other documents; provides instructions, addresses questions and interprets policies and procedures.
• Drafts, prepares and transmits correspondence and other communications as necessary; assembles and distributes information packets and other items;

produces informational materials.

• Manages the ordering and maintenance of office supply inventories and departmental equipment; tracks and maintains work orders and monitors contractual agreements.
• Performs various administrative functions; performs clerical duties such as typing, filing, record keeping, copying, log in and track files / documents, scanning and data entry functions;

maintains personnel files, records and databases; processes time sheets; distributes daily mail.

• Receives / maintains / coordinates invoices for departmental purchase orders and P-Card purchases. Assists in the department budgetary process by monitoring funds as appropriate as well as procurement of applicable materials and services.
• Administers the department's performance evaluation system.
• Researches and compiles data and information on various topics from external and internal sources; presents conclusions and findings.

Additional duties if assigned to the Police Department :

Assists all levels of police personnel in order to provide an understanding of budget, projections, procedures, philosophies, and needs;

briefs the Police Command Staff members in

• Responsible for expenditure estimates, budget preparation and maintenance, budget reductions, and other fiscal matters;
• coordinates all purchases for the Police Department and handles all procurement matters; coordinates audit of restricted police funds including donations;
• creates, manages and maintains budget databases in order to generate complex division reports; monitors, researches, analyzes and makes recommendations on expenditures;
• provides information and support related to computer - related budgets, expenditures, and program costs to divisions; works with City Finance to meet deadlines and provide budgetary input as required;
• provides budget information for Capital Improvement Projects; reviews Police Department policies and procedures relating to accounting / purchasing practices and recommends process improvements;

develops financial controls for police systems and processes.

Requires a successful background investigation due to sensitivity of department.

Additional duties if assigned to the Human Resource Department

Administers / plans employee training programs; works with Safety Team and others responsible for designing training, including planning, scheduling, inviting / announcing, registering, and maintaining records of participation.

Distributes Safety Training Progress reports.

• Assists with organizational chart maintenance and updates.
• Maintains the City's Performance Evaluation system and distributes evaluation due reports.
• Maintains monthly / annual statistical reports.
• Special HR projects as assigned.
• Oversees, trains and coordinates the work of any Youth Workers assigned to the department.
• Responds to confidential inquiries for employment information and references from prospective employers, mortgage companies, etc.

Additional duties specific to the Fire Department

Assist all levels of fire personnel in order to provide an understanding of budget, projections, procedures, philosophies, and needs;

briefs the fire command staff members of budgetary needs.

• Responsible for the expenditure estimates, budget preparation and maintenance, budget reductions, and other fiscal matters;
• coordinates all purchases for the fire department and handles all procurement matters; coordinates audit of restricted fire funds including donations;
• creates, manages and maintains budget databases in order to generate complex division reports; monitor, research, analyze and make recommendations expenditures;
• provide information and support related to computer- related budgets, expenditures, and program costs to divisions; works with City finance to meet deadlines and provide budgetary input as require;
• provide budget information for Capital improvement projects; review Fire department policies and procedures relating to accounting / purchasing practices and recommends process improvements;

develops financial controls for fire systems and processes.

• Manage IPRA requests between, City Clerk, Ambulance billing, Fire and Rescue, City Attorney's office to timely fill request.
• Complete and manage Human Resource Tracking sheets for promotions, light duty assignments, schedule changes, and upgrade pay.

Additional duties if assigned to the Information Technology Department

• Work with other team members, departments, and vendors to order hardware and software that are approved by the IT department.
• Perform accurately and timely invoicing of all customer shipments.
• Provides first-level support to the IT Department by answering support calls, documenting support requests into the ticketing system, and resolving simple issues.
• Perform the acquisition, assignment and management of city provided Cell phones and managing of the city's security badging system.
• Creates and issues building access badges.

Additional duties if assigned to the Financial Services Department

• Coordinate and manage IPRA requests to timely fill requests.
• Research, locate and download electronic images or files for various department needs, including audits.
• Coordinates scheduling of conference room and atrium conference area.
• Advanced word processing of reports and other documents.
• Create and update various Financial Services Department forms and coordinate upload to the City's intranet.
• Upload scanned images and documents to the ERP and other electronic archive systems.
• Schedule and coordinate meetings as needed.
• Track and / or assist with travel requests, reimbursements and reporting for all departments.
• Serve as Liaison to other departments for various interdepartmental needs (e.g. fleet maintenance, building maintenance, etc.).
• Assist with various payroll and payroll-related functions as needed.

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