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Position Summary

Under the supervision of the City Manager, the position of Executive Secretary provides detailed and confidential administrative support to the City Manager in an often sensitive and rapidly changing environment. Work is characterized by initiative, independence, good judgment and diplomacy and involves continual inter-organizational relations and extensive public contact. This position requires a thorough knowledge of city functions, policies, and procedures. Work is subject to review by the City Manager.  

 Essential Functions

·         Prepare a variety of materials for the City Manager, and the City Council, including correspondence, memorandums, reports, meeting agendas, resolutions, proclamations, agreements and other documents;

·         Coordinate and assume responsibility for distribution of information to other departments regarding events, policies and activities;

·         Gather information and compose correspondence in reply to various requests, inquiries and questionnaires;

·         Answer the telephone and screen callers for the City Manager, exercising considerable independent judgment in giving out information and referring to proper party;

·         Operate a variety of office equipment and order office supplies as necessary;

·         Provides exemplary customer service and skilled with multi-line phone system; assist the public with questions of policies and procedures, both in person and by telephone;

·         Maintains absolute confidentiality and discretion of City information and job-related issues;

·         Various other clerical duties such as: assists management team with City Council agenda items, creates presentations and spreadsheets, proofread correspondence, marketing collateral and media releases;

·         Maintain calendars of City Manager and City Council, schedule meetings and various events; coordinate activities with other City departments, the public, and outside agencies;

·         Keeps the City’s website updated with information and posts relevant announcements and information to the City’s Facebook page.

 Marginal Functions

·         May serve as recording secretary at conferences and meetings;

·         May assist in budget preparation by collecting and entering financial data;

·         Attends training, professional development and seminars related to essential job functions or future job functions as required;

·         May cross-train in suitable position/s in other City departments;

·         Performs other related duties and responsibilities as required and/or assigned.

Position Requirements 

Experience: Any combination equivalent to experience and education that could likely provide the required secretarial or business training, and two years of increasingly responsible clerical and executive level secretarial experience, involving frequent contact with the public.

Education/Licenses:  High school diploma or equivalent required. Prefer college degree in Business Administration or Public Relations.

Technical Skills: Knowledge of office practices and procedures including business correspondence, filing and standard office equipment operation. Knowledge of basic functions and organization of municipal government, and statistical and record keeping methods. Knowledge of and efficiency in using software applications, e.g., word processing, spreadsheet, presentation graphics and/or database program on microcomputer systems. Prepare reports and compose correspondence independently. Establish and maintain cooperative relationships with those contacted in the course of work. Ability to prioritize work and effectively resolve workload issues. Ability to deal tactfully and courteously with other persons and to communicate effectively and clearly using the English language verbally, in writing, and electronically.

Problem Solving: Problem solving is a factor in this position. Typical problems involve handling and resolving citizen’s complaints by referring to the appropriate city staff or providing the citizen with correct information regarding the issue.

Decision Making: Decision making is a factor in this position.  Decisions include determining the appropriate department to which citizen complaints or service requests should be referred to. Determining the priority of work to be done and resolving workload issues.

Supervision: Limited direct supervision provided relating to the daily job functions.  This position does not have supervisory responsibility over other personnel.  Work performance is reviewed by the City Manager.

Accountability: Employee is responsible for the efficient use of time and materials. He/she is responsible for reporting any problems immediately to the City Manager. Employee is not responsible for budgetary control and does not directly participate in the annual department budget process.

Personal Relations: Frequent contact with citizens and other City staff.

Working Conditions: The employee works under typical office conditions and the noise level is usually quiet. Employee may be required to travel to work sites or other sites for meetings. Employee is not substantially exposed to adverse environmental conditions. Work hours generally between 8:00 a.m. to 5:00 p.m., with overtime occasionally required.

Physical Requirements: While performing the duties of this position, an employee is regularly required to sit; talk or hear, in person and by telephone; use hands to finger, handle, feel or operate standard office equipment; and reach with hands and arms. Employee is frequently required to walk and stand. Specific vision abilities required include close vision and the ability to focus to read and operate office equipment as necessary. Employee is required to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.