Executive Assistant

JOB SUMMARY

The Executive Assistant provides a wide variety of complex administrative and executive assistant tasks requiring initiative, independent judgment, and extensive working knowledge of City organization and programs. The incumbent’s work entails dealing with political, confidential, and sensitive issues requiring a high degree of discretion, tact, and professionalism.

ESSENTIAL JOB FUNCTIONS

Engineering

• Provides comprehensive administrative support to the City Engineer and Engineering Department.
• Manages complex calendars, correspondence, and communications on behalf of the Engineering Director.
• Drafts correspondence, reports, and technical documentation; maintains filing systems; and processes mailings.
• Operates office equipment and software systems to support departmental operations.
• Maintains the Engineering Department website and supports the transition to digital platforms, including coordination of IWorQs and familiarity with Bluebeam fundamentals.
• Processes travel requests, training documentation, and educational records.
• Manages financial responsibilities, including payments, purchase orders, invoice coding, budget monitoring, and financial recommendations.
• Maintains confidentiality of personnel, customer, and operational information.
• Performs other related duties as required.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

• Associate’s degree in a related field and four (4) years of progressively responsible administrative experience; or an equivalent combination of education and experience.
• Bachelor’s degree and public sector experience preferred.

CERTIFICATION, LICENSE, AND SPECIAL REQUIREMENTS

Notary Public.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of modern office practices, methods, equipment, and standard clerical procedures.
• Knowledge of or ability to learn the department's rules, regulations, policies, and procedures.
• Knowledge of all municipal functions, contacts, and activities of various departments.
• Skill in operating a computer.
• Skill in verbal and written communication.
• Ability to learn, understand and apply the concepts, practices, and procedures of the department.
• Ability to pay close attention to details.
• Ability to handle several projects simultaneously.
• Ability to use meeting agenda software.
• Ability to understand and follow quickly and accurately verbal and written instructions.
• Ability to prepare clear and concise reports and maintain accurate records.
• Ability to maintain alphabetical and chronological files.
• Ability to work independently without specific instructions.
• Ability to establish and maintain effective working relationships with City employees.
• Ability to deal with the public in an effective and courteous manner.

PHYSICAL DEMANDS

Work requires sitting, standing, and walking for extended periods while performing administrative and office support duties. The position requires frequent use of computers, telephones, and other standard office equipment, as well as occasional lifting of files, documents, or office supplies up to 20 pounds.

WORK ENVIRONMENT

Work is performed primarily in an office environment that supports executive leadership and involves frequent interaction with elected officials, department leadership, staff, and the public. The position may involve routine interruptions, shifting priorities, and the need to manage multiple tasks in a fast-paced administrative setting.