Executive Assistant

Department: Mayor & City Manager Office

Position Type: Full-Time

Salary: $40,000–$45,000 annually, based on experience

Closing Date: Open Until Filled

 

HOURS OF WORK        

Working shift is from 8:00 a.m. to 5:00 p.m., Monday through Friday with a one- (1) hour lunch period, forty (40) hours per week.  FLSA classification is non-exempt.

DISTINGUISHING FEATURES OF WORK:

Under the administrative direction of the Mayor of Mt. Vernon and City Manager, this organized individual performs responsible and confidential multi-tasked administrative functions for the Mayor and City Manager; performs administrative tasks as directed and or needed; performs office support functions for the Mayor, City Manager and City Council; receives visitors and phone calls for the Mayor, City Manager and the City Council; has extensive knowledge of the organization's programs, policies and procedures and exercises independent judgment in explaining established policies and procedures to the general public; coordinates with the general public in the implementation of community projects authorized by Mayor and City Council. 

 

ILLUSTRATIVE EXAMPLES OF WORK

·         Provides all clerical functions for the Mayor and City Manager with full accountability for results produced; provides clerical assistance to members of the City Council as directed

·         Reads and routes incoming mail

·         Takes and transcribes complex dictation in shorthand or by voice recordings, to include memorandums, reports, letters and related documents

·         Prepares and types correspondence from oral and written instructions;

·         Prepares responses to general correspondence and composes standard letters in response to routine inquiries for Mayor, City Manager and City Council;

·         Prepares and organizes agenda for City Council Meetings; coordinates with City Attorney and department heads for agenda documents and the final disposition of agenda documents

·         Prepares Proclamations and Resolutions for Mayor and City Council.

·         Answers, screens, and places telephone calls for the Mayor, City Manager and the City Council; arranges conference calls; monitors and follows up on messages, refer callers to appropriate parties

·         Organizes and maintains file system, files correspondence and other records; maintains confidential records and files; and, handles confidential correspondence and records.

·         Provides general information and directs inquiries and questions to the appropriate City department as necessary; receives citizen complaints or concerns and refers them to the appropriate City officials for resolution.

·         Coordinates the Mayor’s and City Manager’s schedules

·         Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities for Mayor, City Manager and City Council

·         Schedules appointments, meetings, and conferences, and makes travel arrangements including reservations

·         Maintains records and files for City commissions and the terms of their members in conjunction with City Clerk’s Office;

·         Maintains related records and files such as City Council reports and agendas, departmental reports, budget reports and related documents.

·         May provide secretarial assistance to various City Departments and Commissions as directed.

·         Prepares and distributes fact sheets, news releases, photographs as directed.

·         Researches, tabulates, and summarizes information of routine, periodic, or special reports.

·         Develops spreadsheets to explicate numerical data.

·         References information in the City Revised Code of Ordinance Book and Illinois Compiled State Statutes.

·         Handles cash and negotiable instruments.

·         Prepares purchase requisitions, personnel action records, check requests and related documents as directed.

·         Orders and maintains supplies, arranges for equipment maintenance

·         Performs all other duties as assigned.

 

REQUIREMENTS

 Education

·         Requires knowledge, skill and mental development equivalent to the completion of four years high school.

·         Requires the ability to pass Adult Basic Education Test

 

Experience

·        Preferred minimum of five years of responsible secretarial experience, three of which include significant public contact responsibilities

·         Knowledge of business English and modern secretarial procedures and practices, including transcription skills.

·         Requires knowledge of the function, organization, and operation of City Government.

·         Requires ability to handle multiple tasks simultaneously

·         Requires ability to organize duties and produce results in a timely manner.

·         Requires excellent communication skills, written and verbal

·         Requires extensive knowledge of modern office procedures and practices

·         Requires proficiency in Microsoft Word, Excel, and PowerPoint

·         Requires knowledge of the operation of modern office equipment

Significant Responsibilities:

 

·         Knowledge of proper telephone etiquette and ability to effectively communicate in a courteous, tactful, and diplomatic manner

·         Ability to prepare and compile departmental data for use in various types of reports.

·         Ability to work independently, confidentially, and efficiently without direct or continued supervision

·         Ability to maintain effective working relationships with the general public and fellow employees; requires the ability to act in a courteous, tactful and diplomatic manner in dealing with the general public, City officials and City employees on a one-to-one basis

·         Requires strict confidentiality in daily duties and the ability to prepare and maintain confidential records and reports

·         Ability to type a minimum of 55 (net) words per minute, ability to take and transcribe dictation accurately

·         Ability to operate modern standard office machines accurately and efficiently.

·         Requires proficient knowledge of computers, specifically the Windows Operating System, and computer programs, such as Microsoft Office, Excel, Word, PowerPoint, the Internet, and e-mail programs

·         Requires ability to successfully pass a background security check.

 

Physical Requirements

·         Occasional walking, reaching, bending, and lifting or carrying object under 25 pounds, requires the ability to sit for extended periods of time

·         Use written sources of information, e.g. reading reports, procedural documentation, reference materials

·         Perform detailed work requiring visual acuity

·         Use non-verbal auditory sources of information, e.g., alarms, beepers, pagers    

 

RESIDENCY REQUIREMENT

All employees shall reside in either Jefferson County, or a County adjacent to Jeferson County, including any of the following: Marion, Wayne, Hamilton, Franklin, Perry, or Washington, as their principal place of residence, within six (6) months of hire, and thereafter at all times during the time of their employment by the City.