Job Description

Executive Assistant to the City Manager Location Franklin, VA :

Title: Executive Assistant to the City Manager

Status: Non-Exempt

Summary Objective

The purpose of this position is to perform complex and diverse secretarial, administrative and public contact work requiring the exercise of extensive initiative and independent judgment within the scope of established policies, rules and procedures.

This class works independently, under limited supervision, reporting major activities through periodic meetings.

Essential Functions

The essential functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

• Relieves the City Manager of time-consuming operational detail, administrative tasks and research necessary to secure facts upon which decisions are to be made.
• Maintains a broad knowledge of City functions and programs and an unusual awareness of sensitive issues.
• Handles inquiries and requests from the public and other departments; provides general and specialized information regarding assigned functions that require the use of judgment, tact and sensitivity and the interpretation of policies, rules and procedures.
• Exercise discretion and maintain confidentiality in carrying out responsibilities; take initiative in problem-solving; independently handle sensitive situations using tact and diplomacy; and use initiative to ensure matters requiring attention are handled appropriately; and work effectively in stressful situations meeting expected deadlines.
• Maintains the City Manager's electronic calendar; schedules and coordinates appointments and conferences; sees that the Manager is fully briefed regarding issues to be considered and that appropriate City staff are included in meetings.
• Meets with the City Manager to review and discuss correspondence received; follows up via telephone or personal contact, with appropriate parties on behalf of the Manager to communicate the Manager's response; composes responses in the form of letters, memos, etc., for the Manager's signature.
• Receives telephone and personal callers to the City Manager's Office; screens callers and refers them to appropriate departments, officials or employees; personally handles matters, including answering substantive questions and citizen inquiries and complaints, which may require detailed or technical knowledge.
• Relays instructions to department officials, including department heads, at the direction of the City Manager; follows up to ensure timely receipt of responses, reports and requested information.
• Performs research work and studies and communicates results to the City Manager to assist in the Manager's decision-making process.
• Establishes and maintains a comprehensive filing system and maintains follow-up files on administrative matters.
• Maintains all boards and commissions information; sends related correspondence; updates contact books.
• Serves as secretary to boards and committees as assigned.
• Prepares City Council meeting minutes; maintains an index of minutes.
• Prepares City Council meeting agendas for distribution.
• Prepares monthly calendar of board and commission meetings.
• Makes travel arrangements for the City Manager, including airline reservations, rental automobiles, room reservations, and itineraries; prepares travel advance forms, travel expense payment requests, maintains records of travel expenses, prepares periodic reports of travel expenses used versus travel expenses budgeted.
• Assists with the development and oversight of the department's budget. Reviews and maintains departmental budget requests; prepares monthly financial reports, provides advice, assistance and authorizes changes as necessary.
• Skillfully handles complaints and inquiries regarding department functions and responsibilities; researches and responds to requests or refers complaints and requests to other staff when warranted.
• Performs related work as assigned.

Minimum Education and Experience Requirements:

• Associate's Degree in a business-related field.
• Four (4) years of experience in office administration and/or management or an equivalent combination of education and experience.

Physical Demands:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

• Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Unavoidable Hazards (Work Environment):

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

• None

Special Certifications and Licenses:

• Must possess and maintain a valid state driver's license with an acceptable driving history.

Americans with Disabilities Act Compliance

The City of Franklin is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

Standard Clauses

May be required to work nights, weekends and holidays to meet the business needs of the City.

This is not designed to cover or contain a comprehensive listing of essential functions and responsibilities that are required of an employee for this job. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

Essential Safety Functions

It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses.

Every manager/supervisor is responsible for enforcing all safety rules and regulations. In addition, they are responsible for ensuring that a safe work environment is maintained, safe work practices are followed, and employees are properly trained.

Job Type: Full-time

Pay: From $39,040.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Job Tags

Holiday work, Full time, Immediate start, Flexible hours, Shift work, Night shift, Weekend work, Monday to Friday,

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