Executive Assistant



Class Description

Job Title: Executive Assistant - Administration Reports To City Manager

FLSA Status: Non-Exempt

General Description

The purpose of this position is to perform highly complex administrative and office support functions to the City Manager. Serves as liaison between the City Manager's Office and the public, City staff, appointed boards and committees, community organizations, and other governmental agencies seeking interaction with the City Manager and Assistant City Manager; oversees the general office support functions of the City Manager's Office; and performs related duties as assigned.

This key position performs assigned tasks in a highly sensitive and rapidly changing environment involving the City's elected officials. The individual will perform difficult, diverse, and confidential administrative duties in support of members of the City Council and the City Manager in their interactions with City department heads, top officials of other governmental agencies, appointed boards and committees, community organizations, interest groups, and constituents.

This position requires an individual who can demonstrate the ability to communicate professionally in person, by phone, and in written communication in English.

General Description

The purpose of this class within the organization is to establish and maintain clerical procedures, priorities, and processes that govern administration's daily activities while supporting department managers.

Duties and Responsibilities

The functions listed below represent the majority of the time spent working in this class. Management may assign additional roles related to the type of work of the class as necessary.

Essential Functions:

Serves as liaison between City Council members, City Manager, City management

staff, City staff, the public, and outside groups and agencies. Reviews and determines the priority, and routes incoming communications, reports, requests, and instructions; refers matters to appropriate staff; acts as a liaison in coordinating issues between the City Manager's Office and other department heads and managers.

Responds to and resolves complex and sensitive complaints and inquiries; provides general and specialized information and assistance within the area of assignment that may require the use of judgment, tact, and sensitivity and the interpretation of policies, rules, and procedures as appropriate.

Explains programs, policies, and activities related to the specific program area of assignment; prepares responses, writes reports, makes recommendations and reviews with City Manager as appropriate; refers matters to appropriate City staff. Takes or recommends action to resolve the request or complaint; ensures that all complaints and inquiries are handled within one business day.

Provides administrative and analytical support to the City Manager, Assistant City Manager, and other employees within the department. Prepares memoranda, correspondence, and other documents and reports, often highly sensitive and confidential; ensures materials and reports for signature are accurate and complete; proofreads materials for accuracy, completeness, and compliance with City standards, policies, and procedures.

Conducts assigned research and analysis; develops recommendations on City Manager's Office and City-wide work methods, operating policy, procedures, and other administrative issues; prepares staff reports, answers questions, or arranges for compilation of data to assist in the decision-making process.

Represents and supports the City Manager with City Council, employee and citizen group discussions, and meetings. Monitors and keeps the City Manager informed about projects and issues of importance to the Council. Provides the City Manager with accurate and timely information to support decision-making and policy direction.

Represents the City Manager at meetings as assigned; makes presentations to explain program or project status.

Assists in developing and compiling information for the City's annual budget.

Additional Duties:

May serves on special City committees and task forces

Creates and edits PDFs in Adobe Professional; creates templates using Word and Excel; prepares and maintains Excel spreadsheets.

Provides customer service by answering telephones and providing information regarding the department's activities and programs

Reserves meeting spaces; develops and maintains office management procedures for office workflow and databases.

Maintains database for historical and current program expenditures; produces data reports upon supervisor request.

Maintains office program calendar and City calendars of meeting room reservations; designs and distributes flyers.

Maintains paper and electronic filing.

Maintains a calendar for meetings, deadlines, and events.

Coordinates travel, makes reservations, and registers to conventions, seminars, and conferences.

Performs related work as assigned.

Responsibilities, Requirements, and Impacts

Data Responsibility:

Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.

Collects, classify, or formats data or information by a prescribed schema or plan to facilitate identifying and extracting useful information.

People Responsibility:

People include co-workers, workers in other areas or agencies, and the general public.

Provides information, guidance, or assistance to various individuals and groups of diverse cultures.

Asset Responsibility:

Assets responsibility refers to the responsibility for achieving economies or preventing

loss within the organization.

Requires responsibility and opportunity for achieving moderate economies or preventing moderate losses by handling or accounting of materials, and supplies

Mathematical Requirements:

Mathematics requires the use of symbols, numbers, and formulas to solve mathematical problems.

Uses addition and subtraction, multiplication, and division and/or calculates ratios, rates, and percentages.

Communications Requirements:

Communications involves the ability to read, write, and speak.

Outstanding verbal and written communications skills with fluency in English. Reads procedures manuals and charts to solve practical problems, such as routine office equipment operating instructions; composes some reports, forms, and business letters, with the proper format; speaks compound sentences using regular grammar and word form.

Judgment Requirements:

Judgment requirements refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions.

Responsible for guiding others, requiring some decisions that may affect the individual, co-workers, and the general public; works in a moderately fluid environment with guidelines and rules but frequent variations from the routine.

Complexity of Work:

Complexity addresses the analysis, initiative, ingenuity, concentration, and creativity required by the job and the presence of any unusual pressures present in the job.

Performs skilled work involving rules/systems with almost constant problem solving; requires usual attention with short periods of concentration for accurate results and occasional exposure to unusual pressure. Must have the ability to adapt and learn quickly. Must have the ability to maintain confidential information

Impact of Errors:

Impact of errors refers to consequences such as damage to equipment and property, loss

of data, exposure of the organization to legal liability, and injury or death for individuals.

The impact of errors is moderately serious - affects the work unit and may affect others.

Physical Demands:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs sedentary work that involves some walking or standing and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations. Operates a variety of office equipment.

Equipment Usage:

Equipment usage involves responsibility for materials, machines, tools, equipment, work aids, and products.

Handles or uses work aids involving some latitude for judgment regarding attainment of a standard or in selecting appropriate items. Uses small office equipment, including copy machines or multi-line telephone systems.

Unavoidable Hazards:

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.


Safety of Others:

Safety of others refers to the level of responsibility for the safety of others, either inherent in the job or to ensure the safety of the general public.

Requires responsibility for the safety and health of others and the occasional enforcement of the laws and standards of public health and safety.

Minimum Education and Experience Requirements:

Requires any combination of education and experience equivalent to an associate degree in Public or Business Administration, Government, or a related field

Requires five years of clerical or administrative, or closely related experience.

Professional-level skills in computer use, including but not limited to Microsoft Office, email, web-based applications, and keyboard skills.

Special Certifications and Licenses:

Public Notary

Valid Driver's License.

Americans with Disabilities Act Compliance

The City of College Park, MD, is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

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