Job Title

Job Family

Job Code

Job Exempt

Mayor's Administrative Assistant

Non_Bargaining

COG51

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

NB104

Hourly

$19.71

$25.13

$30.55

Job Description

Performs varied complex secretarial and clerical work of above-average difficulty and usually of a specialized nature. Work involves complicated and varied procedures or work methods using reasonable initiative and independent discretion in the Mayor's Executive Office. Work is performed under the direction of the Special Assistant to the Mayor and reviewed while in progress.

Minimum Qualifications:

High School Diploma/G.E.D. Certificate and three (3) years related experience, preferably including secretarial or office management duties and responsibilities; or an equivalent combination of education and experience. Must type 45 wpm. Experience with a personal computer, various office equipment, and software programs preferred.

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.

Organizes and assembles material needed for meetings, conferences, public hearings, etc. and coordinates scheduling arrangements; prepares and distributes agendas and other pertinent information; attends meetings; takes and transcribes minutes; distributes minutes; and maintains the official records.

Composes and types correspondence for management's signature, either from general instructions or information obtained from researching files.

Compiles and prepares detailed financial, statistical, and/or other specialized reports from general instructions; tabulates totals and verifies figures.

Serves as back-up: Maintains calendar and schedules appointments; advises management and staff of important meetings; and makes travel arrangements for supervisor and staff.

Monitors kitchen supply inventory; informs the Office Manager when something in the kitchen needs to be ordered and also if specific office supplies are low.

Reviews and edits correspondence, memoranda, reports, and other material for clarity as well as procedural and typographic accuracy; may reword or reconstruct sentences.

Screens telephone calls to determine if the matter should be handled by supervisor, referred to other staff member, or referred to other office; performs office reception duties.

Establishes and maintains a comprehensive filing system.

Operates personal computer, various office equipment, and software/programs.

Manages Mayor's email; categorizes as necessary; routes specific emails to appropriate staff; moves all invitations into folder; completes log process; and alerts appropriate staff of anything urgent.

Creates Mayor's daily event book in a timely manner; labels front of book with the day and date of the following day; includes labeled tabs for all events with attachments in Mayor's Outlook calendar; prints all attachments; and files appropriately. Prints Mayor's and all senior staff's current day calendar daily and distributes appropriately. Logs event invitations and meeting requests via Teams to start the senior staff scheduling process; replies to emailed invitations to confirm receipt.

Monitors receipt of talking points and run of show documents for Mayor's upcoming events by requested deadlines. If not received, reaches out to the City employee who is responsible for the documents.

Handles food orders for all Monday Cabinet meetings; places orders and makes payment; meets with and helps delivery person to set up and break down for meetings; and provides receipt to Office Manager.

Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of English composition, general math, office practices, and procedures.

Knowledge of personal computers and the use of various software packages.

Ability to take and transcribe dictation at a rate of 80 wpm.

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

Ability to proofread documents and identify errors.

Ability to work independently on complex and confidential secretarial assignments.

Ability to establish and maintain an effective working relationship with employees, managers, and the public.

Ability to compose brief correspondence.

Ability to communicate effectively, both orally and in writing.

Ability to operate personal computer, various office equipment, and software/programs including Microsoft Office Suite.

ADDITIONAL QUALIFICATIONS FOR PROMOTION: N/A.