Job Title

Job Family

Job Code

Job Exempt

Executive Assistant

Non_Bargaining

COG09

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

NB107

Hourly

$23.48

$29.94

$36.39

Job Description

Performs highly responsible complex secretarial, administrative, and clerical work for a major City operation (i.e. Department Directors and Elected Officials) which involves considerable public contact and requires skill in handling difficult situations, complicated schedules, and inflexible deadlines. Performs a variety of complex secretarial tasks which require independent judgment and action, including making administrative decisions in accordance with organizational policies and practices. This class is distinguished by the fact that considerable independence for action (decision making) is delegated in order to relieve the manager of operational details and routine matters. Work performed may require familiarity with the terminology used in the assigned area in addition to extensive knowledge of the programs, policies, and procedures of the assigned area as well as general knowledge of other City programs and procedures. Direction is received in the form of broad statements/general outlines which consist primarily of objectives, priorities, deadlines, and suggested available resources. Employees are expected to plan, develop work routines, and complete assignments with minimum supervision. Only unusually important or complicated assignments are checked in detail upon completion.

Minimum Qualifications:

High School Diploma/G.E.D. Certificate and four (4) or more years progressively responsible secretarial work with experience in office management functions. Certified Professional Secretary certificate desired; or an equivalent combination of education, training, and experience. Demonstration of typing, Microsoft Word or Excel proficiency may be required depending on area of assignment.

Responsibilities

EXAMPLES OF WORK PERFORMED:

Note: The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.

Takes specialized/confidential dictation using shorthand or Dictaphone; transcribes contracts, proposals, statements, minutes, letters, and other non-routine material.

Composes and types non-routine and routine correspondence/documents, frequently from ideas or general instructions; signs routine documents.

Collects, selects, and organizes data from various sources and prepares periodic or special reports; computes totals and/or verifies figures as needed.

Reviews official minutes, publications, and other material for items pertaining to the supervisor's area.

Monitors and coordinates progress of various assignments in order to facilitate accomplishment of objectives.

Reviews and edits material to be signed by supervisor for clarity and accuracy; rewords or reconstructs sentences as required.

Reviews and screens incoming mail to determine if supervisor's personal attention is required; may independently compose reply, provide information, or route to appropriate person.

Receives and screens telephone calls and visitors to ascertain nature of situation; determines whether supervisor's personal attention is required; explains or interprets what is required to render a service, carry out policies, etc., or refers to appropriate office.

Plans work routine, determines priority of assignments, and adjusts schedule as needed to accomplish objectives.

Schedules and coordinates tentative appointments without prior clearance; advises supervisor of important meetings; and organizes and assembles material needed for meeting.

Researches, collects, and selects material needed for articles, speeches, or other assignments and assists in the composition.

Approves and signs requisitions, vouchers, and other office documents for supervisor.

Monitors expenditure accounts and verifies balances in accounts; participates in preparation of budget.

Coordinates and supervises work of clerical staff; trains employees.

Operates word processing equipment, computer terminal, and other office equipment.

May assist with scanning and importing information; provide assistance to other staff; enter and maintain assigned database/system information; help to establish, revise, and maintain recordkeeping systems; manage Department calendar; and may assist with projects including conducting studies or creating spreadsheets.

May interact with various levels of staff and management; may provide administrative support to assigned boards.

May assist in processing assigned timekeeping/payroll related tasks.

May coordinate travel arrangements, reserving fleet vehicles and making room arrangements for management.

May arrange retirement, farewells, awareness month celebrations, and other on-site events.

May support hiring efforts such as posting jobs; screening applications; or arranging interviews; may provide support for other HR related functions.

May order and stock supplies; may make purchases for the Department.

May make requests for facility cleaning/repairs.

May maintain an in-house emergency contact list and update vendors with critical information before hurricane season.

May assist with managing City contracts; may collect and submit City data to government agencies.

May serve as asset management custodian for Department; may assign, transfer, update, or retrieve laptops, cell phones, and other equipment to/from Department personnel.

May process/track billings, invoices, payments, wire transfers, and checks; may make deposits.

Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of business English, composition, modern office practices, procedures, and equipment.

Knowledge of organizational operations and procedures.

Knowledge of filing systems and records management.

Knowledge of computer applications and various spreadsheet packages.

Skilled in handling difficult situations, complicated schedules, etc.

Skilled in taking and transcribing complex dictation.

Ability to maintain fiscal records and understand and follow complex instructions.

Ability to effectively communicate with employees, officials, and the public, both orally and in writing.

Ability to review written correspondence for clarity, accuracy, completeness, and for grammatical and punctuation errors; ability to compose general written correspondence.

Ability to work independently on complex and confidential secretarial tasks and make decisions based on policies, procedures, and regulations.

Ability to operate a personal computer and related equipment for extended periods of time.

Ability to concentrate and pay considerable attention to details.

ADDITIONAL QUALIFICATIONS FOR PROMOTION: N/A.