Executive Assistant

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

Position Type: Full-Time

Department: Mayor & City Manager Office

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.

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 tim
• 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 Jefferson 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.