Job Title

Job Family

Job Code

Job Exempt

Executive Assistant - DCAO

Non_Bargaining

COG68

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

NB108

Hourly

$24.88

$31.73

$38.57

Job Description

Performs highly responsible complex secretarial, administrative, and clerical work supporting the Deputy Chief Administrative Officer. An incumbent assigned to this classification has 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:

Associate's Degree or Technical 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 Microsoft 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.

Assists and coordinates work with departments reporting to Deputy Chief Administrative Officer (DCAO) during special, annual events held (e.g., Women's and Men's Wellness 1-Day Summits, Mayor's Executive Leadership Organizational Overview Session hosted by both DCAOs, Mayor's City Academy Opening class).

Schedules weekly standing meetings with the Deputy Chief Administrative Officer to set aside time to discuss the upcoming weekly calendars for the next two weeks in advance to determine if any meetings/events need to be rescheduled or cancelled due to calendar conflicts or to add any meetings deemed necessary.

Schedules bi-weekly and monthly standing Department meetings for the entire calendar year for the departments that report directly to the CAO; inclusive of the Transportation Department, Public Works, and Economic Development. Reschedules due to unseen calendar conflicts, cancellation of meeting per the instruction of the DCAO, or the availability of pertinent employees to the meeting has changed and no longer available. Updates Department meeting agendas then distributes to each attendee in the meeting invite.

Maintains an up-to-date task binder of all assignments in order to stay organized whereby ensuring that all pending assignments and tasks are completed and accounted for in a timely manner.

Schedules quarterly budget meetings for each phase in preparation of the upcoming budget year as follows: Phase I - Revenue Estimates and Justifications; Revenue Manual Revisions; Phase II - Capital Improvement Plan Requests; Phase III - Expenditure and Position Requests and Justifications; and Phase IV - Budget Book Information; Performance Measures.

Prepares City Council agenda items and DCAO agenda binder; researches previously submitted agenda items. Prepares DCAO City Council agenda book for use at Senior Staff Agenda Review meetings as well as the six Commissioner briefings in order to discuss and answer any questions the Commissioners may have prior to the upcoming City Council Meeting.

Plans assigned events; makes preparations paying attention to details; coordinates assigned duties to team members; executes plans on the actual day of the event; and dismantles any related materials and supplies.

Prepares both domestic and international travel arrangements that consist of processing the following areas: conference registration, lodging, transportation, tips, parking, baggage, mileage, meals, flights, hotel accommodations, etc., using Workday. Upon return, collects receipts and completes an expense voucher.

Monitors use of the City’s JP Morgan procurement card for various purchases, travel, membership dues, subscriptions, etc., for self as well as the DCAO; ensures that all receipts/emails, etc. are uploaded to show proof of purchase and payment made. Using the JP Morgan PaymentNet program, completes the appropriate line items to further explain any charge; ensures that all transactions are reviewed and processed in a timely manner during the monthly billing cycle. Approves and monitors procurement card transactions and invoices for self as well as the DCAO.

Processes payments for invoices, creating supplier invoices; receives against a purchase order per Council agenda item contract approval, etc.; enters bi-weekly payroll information for applicable staff in Kronos; and also enters payroll information for supervisory-level payroll using Workday

Handles records retention for assigned area; completes the City's transform form to be used in accordance with specified time-lines of storage and destruction set by the City.

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 detail.

ADDITIONAL QUALIFICATIONS FOR PROMOTION: N/A.