CITY OF SHORELINE EXECUTIVE ASSISTANT TO THE CITY MANAGER
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION To perform a wide variety of responsible, confidential and complex administrative, technical and secretarial duties for the City Manager and City Council; to act as a liaison with City departments, staff, outside agencies and the general public; to supervise the support staff in the City Manager's Office; and to ensure the efficient operation of the City Manager's office. SUPERVISION RECEIVED AND EXERCISED Receives direction from the City Manager. ESSENTIAL AND MARGINAL FUNCTION STATEMENTS Essential and other important responsibilities and duties may include, but are not limited to, the following: Essential Functions: 1. Perform a wide variety of responsible, confidential, technical and administrative support duties for the City Manager and City Council; ensure the smooth and efficient operation of the City Manager's office. 2. Maintain calendars of activities, meetings and various events; coordinate activities with City departments, the public and outside agencies; coordinate travel arrangements as necessary. Receive, sort and distribute correspondence to City staff, City Manager and City Council; compose and type or word process return correspondence as appropriate. Select, train, motivate and evaluate support staff in the City Manager's Office; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures. Administer the budget for the City Manager by processing and tracking invoices, petty cash transactions and credit card purchases; maintain accurate and complete financial records. Research and coordinate various activities and details associated with meetings, retreats and business trips. Answer questions and provide information to the public regarding City procedures and policies; follow up on sensitive customer complaints and inquiries. Maintain Department filing systems and records; develop and implement filing systems; modify systems as appropriate. Answer the telephone; screen and route calls to appropriate personnel; respond to complaints or inquiries; provide information on Departmental and City policies and procedures as required. Operate office equipment including copiers, facsimile machines and computers; input and retrieve data and text; organize and maintain disk storage and filing.
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Marginal Functions:
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Research, collect and retain City information from newspapers and associated articles. Perform related duties and responsibilities as required.
QUALIFICATIONS Knowledge of: Operations and activities of the office of the top executive of an organization.. Policies and procedures of local government organizations. Principles of writing, editing and report preparation. Principles and procedures of record keeping, storage and maintenance. Basic expenditure procedures and management of departmental budgets. Basic mathematical principles. English usage, spelling, grammar and punctuation. Modern office procedures, methods and equipment. Principles of supervision, training and performance evaluation. Ability to: Perform responsible and difficult secretarial and administrative support services involving the use of independent judgment and personal initiative. Ensure the smooth operation of the City Manager's Office. Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. Respond to requests and inquiries from the general public. Work independently in the absence of supervision. Select, supervise, train and evaluate staff. Operate and use modern office equipment including a computer. Type or input data at a speed necessary for successful job performance. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Experience and Training Guidelines Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Six years of increasingly responsible administrative and secretarial experience including two years of supervisory.experience. Training: Equivalent to completion of the twelfth grade supplemented by college level course work in public administration, communications or a related field. WORKING CONDITIONS Environmental Conditions: Office environment; exposure to computer screens; extensive contact with the public and City staff. Physical Conditions: Essential functions may require maintaining physical condition necessary for sitting for prolonged periods of time; extensive use of a computer keyboard.
Note: 1. Any combination of education and experience may be substituted, so long as it provides the desired skills,
knowledge and abilities to perform the essential functions of the job. 2. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. However, some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. While requirements may be representative of minimum levels of knowledge, skills and abilities to perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. This job description in no way implies that these are the only duties to be performed. Employees occupying the position will be required to follow any other job-related instructions and to perform any other job related duties requested by their supervisor.
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I have read and understand this class description. Signature Date