PURPOSE OF THE CLASSIFICATION:   

Performs independent, complex and varied clerical and administrative work requiring the application of knowledge and skill acquired through experience.  Work entails performing a variety of office tasks with minimal direction and relieving a superior of numerous administrative details.  Work involves considerable contact with the public and includes arranging schedules, meetings and travel arrangements.  Work is performed with a high degree of independence, though it is subject to administrative review. 

ESSENTIAL TASKS:

• Serves as receptionist for the City Manager and Mayor, providing information to visitors and assisting the general public with requests; takes messages, or transfers calls to appropriate individuals.
• Arranges conferences, meetings, and travel reservations for City Manager, Mayor and City Council; maintains scheduling and event calendars; coordinates conferences and meetings; confirms appointments for City Manager, Mayor and City Council.
• Coordinates and maintains smooth communication efforts between City Manager’s office, internal departments, the public, and City Councilors, that are crucial to the success of the City Manager and Mayor’s initiatives and to the City as a whole.
• Communicates directly to the City Council, Department Heads, and other community leaders on behalf of City Manager and Mayor.
• Advises assistant staff, office clerks and department heads by giving verbal and written assignments, and resolving problems.
• Reviews work for accuracy and grammar.
• Manages the Citizen Relationship Management System. 
• Exercises sound judgment by keeping the City Manager and Mayor abreast of any issues that may arise internally and/or externally which could impact the Department or the City.
• Provides substantial contact with the public, other agencies, and fellow employees with tact, diplomacy, and confidentiality.
• Composes, types, and distributes meeting notes, routine correspondence, and reports; Prepares correspondence, memoranda, reports, memos and agendas as needed.
• Greets visitors and callers, handles their inquiries, and directs them to the appropriate persons according to their needs.
• Locates and attaches appropriate files to incoming correspondence requiring replies; makes copies of correspondence and other printed material; opens, reads, routes, and distributes incoming mail and other material, and prepares answers to routine letters.
• Uses significant discretion in day to day decision making on behalf of the City Manager, Mayor, Department Heads, and City Council.   
• Sets up and maintains paper and electronic filing systems for records, correspondence, and other material.
• Orders and dispenses supplies as needed; sets up purchase orders, assigns accounts and requisition invoices for payment.
• Performs payroll function for department. 
• Operates office equipment such as fax machines, copiers, and phone systems, and uses computers for spreadsheet, word processing, database management, and other applications; learns to operate new office technologies as they are developed and implemented.
• Performs other work as necessary and or as assigned.
• Must report to work on a regular and timely basis.

The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position.

REPORTING RELATIONSHIPS:

The Executive Assistant reports directly to the City Manager and also includes providing administrative support to the Mayor and City Council members.

The Executive Assistant does not have any direct reports or supervisory responsibilities.

QUALIFICATIONS:

Training and Experience:  Specialized course work in general office practices such as computer operation (Microsoft Excel, Word, PowerPoint), filing, accounting and bookkeeping and five (5) years of increasingly responsible related experience; or an equivalent combination of related education and experience. 

Knowledge, Abilities and Skills:  Considerable knowledge of computers and electronic data processing; knowledge of modern office practices and procedures.  Ability to effectively meet and deal with the public; ability to communicate effectively verbally and in writing; ability to handle stressful situations.  Skilled in typing to effectively complete work assignments, type correspondence, transcribe minutes, disseminate information to staff and others.  Demonstrated knowledge of standard office routines and procedures and of principles and practices of office management and supervision.  Must be proficient with computers and other office equipment with considerable knowledge in Microsoft programs.

Physical Requirements:  The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job in compliance with the American with Disabilities Act (ADA) requirements.  On a case-by-case basis, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, arm and hand steadiness and finger dexterity will be needed enough to use a key board and telephone.  Occasional sitting and standing is required.  Occasional lifting and carrying of objects up to twenty (20) pounds.  Occasional reaching, balancing, stooping, kneeling, crawling, twisting, handling and repetitive movements.  Vision, speech, and hearing sufficient to perform essential tasks.  Punctuality and reasonable attendance is essential.     Must submit to drug screening and fitness to work physical exam.

Licenses and Certificates:  Possession of a valid Oklahoma Class D driver’s license is required.  Requires ability to receive within three (3) months of employment, and maintain, a Notary Public Certification.

WORKING ENVIRONMENT:  Work in this classification is primarily indoors in an office environment.  Will travel to other City locations as required. 

WORK HOURS:  8:00 a.m. to 5:00 p.m., Monday through Friday.