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City of Bellevue: Executive Assistant to City Manager

JOB SUMMARY

Performs a wide variety of complex secretarial and executive assistant tasks requiring initiative, independent judgment and extensive working knowledge of City organization and programs. Work entails dealing with political, confidential and sensitive issues requiring a high degree of discretion and tact.

ESSENTIAL DUTIES AND RESPONSIBILITIES

· Receives visitors and telephone calls for the City Manager; ascertains nature of business and personally handles those requesting routine information, appointments and tasks; directs remainder to appropriate official/staff.

· Schedules appointments for, and with, the City Manager and Deputy City Manager; coordinates and schedules meetings; makes travel arrangements for Managers as necessary.

· Reviews and briefs for the City Manager's attention news articles, reports, bulletins and other materials.

· Takes and transcribes dictation of confidential material; composes letters and memoranda for the City Manager's signature.

· Routes mail to proper department, as necessary; responds to routine correspondence within established guidelines; annotates and delivers non-routine correspondence to City Manager and Deputy City Manager.

· Maintains files and records for the City Manager's Office.

· Prepares and types a variety of routine and special reports from source material in files, including confidential material.

· Coordinates Council and City staff meetings and prepared agendas; collects, duplicates and disseminates back up materials; attends meetings and takes notes; prepares follow-up staff instructions to be distributed to all City departments.

· Assembles budget information for City Manager's office.

· Provides guidance and direction for support staff in the City Manager's Office.

SUPERVISION RECEIVED AND EXERCISED

Works under the general supervision of the City Manager.

Supervises support staff in the City Manager's Office, as assigned.

EDUCATION AND EXPERIENCE REQUIREMENTS

Graduation from high school or a GED equivalent and college-level courses in business, public or office administration.

Five or more years of professional related experience as an assistant to a Board of Directors, CEO or senior level staff member(s).

Or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS

Knowledge of business English, mathematics and legal formats and terms.

Knowledge of the City Manager's Office procedures.

Knowledge of ordinances, official functions and personnel procedures.

Skill in the use of shorthand or note-taking, as required by the area of assignment.

Ability to work independently on complex and confidential secretarial tasks, compose effective and accurate correspondence, and deal with non-routine and complex tasks without recourse to supervisors.

Ability to deal with the public in an effective and courteous manner.

Ability to keep complex fiscal and statistical records, ledgers and files and provide information correctly and concisely, orally and in writing.

Ability to independently prepare agendas, legal documents, resolutions, ordinances and related complex or confidential correspondence.

Ability to listen and ascertain the needs of customers; ability to find and communicate accurate information concerning process, policies and procedures to customers; ability to respond to customers tactfully and courteously.

Expertise with internet, word-processing, e-mail, document management, and spread sheet programs utilized by the City

PHYSICAL DEMANDS

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work involves walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus.

The employee may be required to push, pull, lift, and/or carry up to 20 pounds.

The noise level in the work environment is usually moderately quiet.