MAYOR'S ASSISTANT
JOB SUMMARY
The purpose of this position is to support the efficient operation of the Mayor’s office through the coordination of a wide variety of administrative duties. This is a part-time, salaried position; employee may work up to 30 hours per week. After business hours and weekend work required.
Employee may create and edit brochures, flyers, speeches,
articles and social media posts. Work involves considerable contact with the public, city officials and city staff. The need for accuracy and effective utilization of available resources is high.
Job has recurring work situations involving high degrees of discretion. Errors in judgment could cause disruptions to the City’s mission and adversely impact attainment of the City’s goals. Employee works under regular supervision of the Mayor; operates fairly independently but results are monitored by the Mayor.
ESSENTIAL JOB FUNCTIONS
- Facilitate appropriate and timely response to incoming communications to the Mayor and ensure satisfactory closure is achieved.
- Provide administrative support to the Mayor; perform a variety of clerical and administrative functions for the department.
- Maintain appointments for the Mayor; coordinate scheduling of appointments with the Executive Assistant; assist Executive Assistant in the design and preparation of presentations and other materials
- Assist council aides with all Mayor’s events including outdoor events, festivals, business meetings and any other events as directed by the Mayor. This will require weekend and after-hour work.
- Accompany Mayor to some meetings, events, visits to residents, schools and businesses; take photos/videos and prepare articles/reports to submit to PIO for review and placement on Mayor’s City website
- Coordinate with PIO to ensure compliance with City branding, logos, printed materials, social media and other modes of communication.
- Anticipate, identify and troubleshoot issues of concern or significance; alert Mayor of any issues to ensure consistent responses.
- Prepare and maintain filing system of various files/records; conduct research involving Mayor’s projects/initiatives; maintain database, create and provide reports.
- Copy and distribute forms, confidential reports, correspondence, and other documentation.
- Operate a personal computer, laptop, iPad, copy machine, telephone, two-way radio and other equipment, as necessary to complete essential functions, to include the use of word processing, database, email, internet and other applications.
- Answer telephone calls and greet visitors; initiate and return calls as necessary
- Attend City Council meetings and a variety of City functions as required by the Mayor. Some meetings may be after normal business hours and on weekends.
- Communicate with City Council, City departments, the public, outside agencies and other individuals as needed to coordinate work activities, review status of work, exchange information or resolve problems
- Establish and nurture highly effective relationships with employees, customers and stakeholders that support and advance business goals and objectives.
- Maintain CONFIDENTIALITY of all City documentation and issues. Exercise discretion to provide timely information and necessary updates to stakeholders
- Help to lead and sustain a culture of service, professionalism and continuous improvement with Mayor and Council
- Perform some marketing functions as needed
- Other duties as assigned.
MINIMUM QUALIFICATIONS
Education and Experience:
Requires an Associate’s Degree or equivalent experience required. Must have at least 10 years of increasingly responsible secretarial and/or administrative support work for management personnel. Experience working for a Chief Executive Officer or top manager in an organization preferred.
Knowledge, Skills, and Abilities:
- Exemplary customer service skills, including dealing effectively with the public, business owners, elected officials, city staff and citizens, both in person and by phone.
- Skilled in operating modern office equipment; Fluency in essential software applications functions, to include the use of Microsoft Office applications and other applications that may assist with presentation design and research.
- Proper spelling, grammar and punctuation usage
- Ability to handle multiple interruptions and adjustments to priorities on short notice
- Ability to respond to last minute meetings in person and/or virtual
- Knowledge of municipal departments and their functions
- Ability to learn policies, codes, regulations and procedures
- Ability to write, edit and communicate clearly and create a positive and professional image of the City and Mayor’s office.
- Ability to exercise sound judgment in making decisions in conformance with city policies, state and federal laws related to the release of public information.
- Ability to establish and maintain effective working relationships with elected and appointed officials, department heads, employees, citizens and all media
- Ability to handle confidential information appropriately
PHYSICAL DEMANDS
The work will occasionally require exerting up to 30 pounds of force and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body.
- Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
- Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers; walking and driving.
- Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to others accurately and concisely; some public speaking required.
- Visual Acuity: Have close visual acuity to perform an activity such as preparing and analyzing data and figures: transcribing; viewing a computer terminal; and/or extensive reading.
WORK ENVIRONMENT
Work is performed primarily without exposure to adverse environmental conditions; occasional work in rain or extreme heat.
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