Executive Assistant to the City Manager- Full-Time

CLICK TO APPLY

Executive Assistant  to the City Manager- Full-Time

Department:  City Manager
Reports To:  City Manager
FLSA Classification:  Non-Exempt               
Salary: $37,580 - $41,340

JOB SUMMARY

The City of Stephenville is looking for a well-organized Executive Assistant to provide support to the City Manager’s Office. This full-time position works under the direction of the City Manager, trusted to operate within established policies, procedures, and regulations with minimum supervision.

This role provides high-level administrative support for City Manager’s Office to ensure they can efficiently accomplish key tasks and company initiatives; Ensures communications are organized and accessible to the department; Manage the department’s daily calendar, including scheduling meetings, confirming appointments, writing itineraries, and arranging for travel; trains other administrative staff on City policies and best practices; Screen visitors to determine what level of support they need while offering polite, professional customer service; Answer and respond to requests for information; and general public relations activities.

DUTIES/RESPONSIBILITIES

Duties may include, but are not limited to, the following:

• Provide administrative assistance, such as writing and editing e-mails, agreements, reports, memos, and preparing communications on behalf of the City Manager’s Office

• Perform minor accounting duties such as monitoring the department’s monthly budget; completing and/or reviewing expense reports, creating requisition requests for purchase orders, preparing check requests, reconcile credit card accounts, etc. 

• Assist in preparation of the department’s annual operating budget

• Organize meetings to include scheduling, sending reminders, and organizing meeting set-up

• Coordinate activities with other city departments, the public, and outside agencies

• Communicate politely and professionally; welcome visitors and identify the purpose of their visit before directing them to the appropriate department

• Manage and prioritize the department's calendars, including making appointments

• Maintain appointments, schedule and arrange meetings, conferences, and civic functions for City Manager’s office

• Prepare travel arrangements, itineraries, and process requisitions for advance travel pay and reimbursements for City Manager’s department

• Research, compile and analyze data for special projects and various reports

• Update the City Manager’s Department page on the City’s website; assist with social media management

• Manage user accounts and data entry into several software systems such as; Laserfiche Forms, Envisio, etc.

• Provide support to the Human Resources Department with projects and events such as employee birthday calendar, posting employment opportunities to the website, etc.

• Manage the internship program by creating job postings, monitoring applications, screening candidates, assisting hiring managers with setting up interviews, extending offers, communicating offers to students, etc.

• Perform other duties as required

   

SKILLS, KNOWLEDGE, AND ABILITY

• Strong organizational skills and ability to multitask

• Exceptional time management skills and ability to meet deadlines

• Excellent verbal and written communication skills

• Strong problem-solving and decision-making skills

• Great interpersonal skills; works well independently or in a team setting

• Demonstrates proficient computer and technical skill

   

EDUCATION, EXPERIENCE AND OTHER REQUIREMENTS

• Any equivalent combination of education, training, and experience that would likely provide the required knowledge, skills, and abilities to successfully perform the essential functions of the job is qualifying.

• Must be authorized to work in the United States

• Education and/or Experience: High school diploma or equivalent is required; an Associate’s or Bachelor’s Degree is preferred. In addition, this position requires a minimum of three (3) years of experience working in an administrative, secretarial, or personal assistant role

• Must have a valid driver’s license and have and maintain a satisfactory driving record

• Must pass a post-offer drug test and background check

PHYSICAL REQUIREMENTS

This position requires the ability to stand or sit for extended periods in the day-to-day functions of the position; may require repetitive hand movement from time to time and fine coordination in typing documents using a computer; ability to lift, drag, hold, pull, push and carry objects weighing up to 30 lbs.

Note: The above statements are intended to describe the general nature and level of work being performed by the person assigned to this job.  They are not intended to be an exhaustive list of all responsibilities, duties, skills, and physical demands required.
 

"As an equal opportunity employer, the City of Stephenville considers only qualified applicants without regard to color, age, race, ethnicity, sexual orientation, gender identity, gender expression, disability, national origin, veteran or marital status.”

CLICK TO APPLY