Executive Assistant

• April 26, 2024

Job description statements are intended to describe the general nature and level of work being performed by employees assigned to this job title.  They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required.

PURPOSE

To provide advanced administrative support to the City Administrator’s Office while serving as liaison to executives and senior members of management, elected officials, city staff, and the public.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Duties include but are not limited to the following:

• Schedule City Council briefs.
• Coordinate City Administrator’s weekly report and meetings, as well as Leadership Training.
• Draft and disseminate official communications on behalf of the City Administrator and Assistant City Administrator, including but not limited to Council and Board minutes and packet preparation.
• Conduct research on various topics at the direction of department heads.
• Summarize reports, studies, and documents for the City Administrator’s review.
• Stay informed about local, state, and national issues impacting the municipality.
• Manage City Administrator’s and Assistant City Administrator’s executive calendars; Coordinate internal and external meetings, complex events, and conference calls; Make travel arrangements and complete expense reports.
• Perform administrative duties, among which are: answering phones; assisting residents who may be stressed with escalated, sensitive issues; filing, scanning, copying, and/or faxing documents; maintaining office supplies; processing mail; reserving conference rooms; and/or running errands.
• Maintaining strict confidentiality, prepare and/or proof correspondence, such as cards, letters, open records requests, and memos, as well as informational packets/presentations/spreadsheets.
• Coordinate flower/food/gift orders for employees/business leaders on behalf of City Administrator.
• Execute special duties and projects as assigned by the City Administrator.
• Assist with community outreach initiatives (Career Days, City Administrator speaking engagements, City events, and City Council meetings).
• Perform back-up personnel duties, among which is the processing and entry of payroll.  
• Develop and execute training for others; cross-train to perform co-workers’ duties when absent; complete training requirements.
• Establish and maintain compliance calendar for required training, reporting, etc.
• Train and be able to perform when necessary, financial duties, among which include issuing and receiving purchase orders, processing bill payments, preparing petty cash vouchers & new vendor forms, reconciling P-Card statements.
• Notarize documents.

QUALIFICATIONS

• High School diploma or General Education Degree; technical or college or equivalent related experience is preferred.
• Proven experience as an executive assistant or in a similar role.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• High level of computer literacy and the ability to learn new software and applications.
• Ability to handle confidential information with discretion.
• 2-5 years municipal or related experience preferred.
• Ability to de-escalate/resolve citizen complaints or direct them to the appropriate department head.

 LICENSES AND CERTIFICATES

Valid Texas Class C driver license required.

 PHYSICAL ABILITIES

Ability to communicate in the English language both orally and in written form.  Ability to communicate conceptual or informative ideas to others in written and oral form.  Ability to formulate and recommend goals and objectives.  Ability to establish priorities.  Ability to work independently.  Ability to plan, organize and evaluate the activities of others.  Ability to comprehend ordinances, state and federal laws, and other regulations.  Ability to place, answer and refer telephone calls.  Ability to use personal computers for extended periods of time.  Ability to sit and/or stand for extended periods of time.  Ability to lift 20 pounds.  Ability to follow instructions.  Ability to produce reports.  Ability to establish and maintain effective working relationships with elected officials, the general public and fellow employees.  Ability to organize, schedule and plan job functions.

Employment Application Complete and email with resume attached to Melony Crawford, HR/Accounting Manager at mcrawford@cityofspringtown.com. Incomplete applications or those without resumes will not be considered for employment.

The City of Springtown is an Equal Opportunity Employer.  In compliance with Disabilities Act (ADA), the City of Springtown will provide reasonable accommodations to qualified individuals with disabilities.