Executive Assistant I - Lacey, United States - City of Lacey

Description

BASIC PURPOSE

Under the direction of a Department Director or designee, the Executive Assistant performs a variety of responsible, confidential, technical, and complex administrative duties to assure efficient operations of a City department or a large operations division.

This positionacts as a liaison between other City departments, employees, and the general public, and works independently on a wide range of high-level administrative support assignments and projects.

The Executive Assistant is the second highest level of the administrative classification series.

Differs from the Executive Assistant II in the level of internal impact across the City, and the possibility of external impact to the City's public image.

This position has direct impact on the department the position is assigned to support.

May supervise other professional administrative staff and provide coverage for administrative tasks within the respective department or large operations division.

Please note:
First Round Interviews are tentatively scheduled for Thursday, June 6, 2024.


ESSENTIAL DUTIES AND RESPONSIBILITIES
These duties include but are not limited to the following:

Confidential Administrative Support to Department Director or Designee

• Processes, manages and resolves Department Director or Designee's action items, preparing information necessary for administrative decisions and implementation. Demonstrates initiative and independent judgment in performing these administrative duties while exercising discretion in processing and disseminating confidential information.
• Screens, routes and maintains tracking system on incoming correspondence to the Department Director or Designee. Communicates coverage and action required, and maintains follow up to assure prompt response or action.
• Maintains and updates calendar for the Department Director or Designee. Schedules and arranges appointments, meetings, conferences, retreats, travel arrangements, and special events as required.
• Assists Director with special projects and performs other related duties as assigned.

Supervision and Coaching

• Trains and supervises administrative and clerical staff; provides regular feedback and addresses performance gaps in a timely manner;
• Assigns and monitors staff workload and ensure that they have the necessary resources needed to help them become successful in their tasks;
• Assists staff in making efforts to modify workload to assists in emergent problems, assignments, or projects whenever feasible and assures that department managers and supervisors are aware of significant delays that may impact operations;
• Covers the front counter service desk for staff during lunch, breaks, vacations, and other absences.

Liaison and Administrative Duties

• Interprets, communicates, and applies rules, procedures, union contracts and policies. Answers questions where judgment, knowledge, and interpretation of City policies, procedures, and regulations are necessary. Responds independently to inquiries when appropriate.
• Responsible for a variety of technical, complex, confidential and professional administrative duties requiring a broad working knowledge of local government, public information and community programs and procedures.
• Assists the department management team with annual budget preparation, and may assist the department or large operations division with accounts payable and receivable processing.
• Assists management team with department-wide initiatives (e.g. emergency management planning, data tracking; support of emergency operations center, department sponsored programs department partner commissions or boards, etc.)
• Maintains filing systems for the department. Files all documents as appropriate and retains and archives in accordance with the Washington State Retention Schedule.
• Assists with preparing, composing, proofreading, a variety of correspondence, memos, reports, presentations and meeting minutes including information of a confidential nature, as needed;
• Organizes and coordinates office functions, activities and communications with departmental and City staff as well as citizens, community businesses and outside organizations. Assures efficient workflow and office operations.
• Greets and assists visitors and provide customer service to address customer needs.
• Effectively supports the relationship between the City of Lacey and its constituent population by demonstrating courteous and cooperative behavior when interacting with all internal and external customers; enthusiastically promotes the Department and City goals and priorities in compliance with all policies and procedures.

Other Duties Assigned

• Serves as back-up coverage to any Department Assistant III position if applicable. Duties include but are not limited to phones, breaks and lunch coverage, initial point of contact for customer service for the department and responding to department calls and visitors.
• Attends various meetings and represents the department on various committees. May conduct and/or facilitate meetings.
• Completes reports on and provides metrics for department processes and programs as requested.
• Completes annual asset inventory if applicable for assigned department.

QUALIFICATIONS
High school graduate or G.E.D.

ANDfour (4) years of increasingly responsible direct administrative functions such as office management, communications, writing, computer applications, customer service, or municipal government administrative support.

One (1) year of recent professional supervisory or lead experience is required but may have been obtained concurrent.

OR

An Associate's degree in public or business administration, finance, political science, business management, communication or related field AND two (2) years of increasingly responsible direct administrative functions such as office management, communications, writing, computer applications, customer service, or municipal government administrative support.

One (1) year of recent professional supervisory or lead experience is required but may have been obtained concurrent.

OR

A Bachelor's degree in public or business administration, finance, political science, business management, communication or related field AND one (1) year of increasingly responsible direct administrative functions such as office management, communications, writing, computer applications, customer service, or municipal government administrative support.

One (1) year of recent professional supervisory or lead experience is required but may have been obtained concurrent.

• May have a combination of experience, education, and training that would substitute for the above requirements.

PREFERRED
QUALIFICATIONS:

• Experience in an administrative support position within a municipal environment.
• Experience leading complex projects in support of leadership position.

SPECIAL REQUIREMENTS AND LICENSE(S)

• Must pass a thorough background investigation and reference checks.
• Mustmaintain a level of physical and mental fitness necessary to perform the essential functions of the position.
• Must be attentive to job safety considerations and follows all required safety policies, procedures and techniques.
• Must possess a valid Washington State driver's license at time of hire OR must obtain within 30 days from date of hire, and must have a driving record acceptable to the City and the City's insurance carrier; OR must be able to provide own transportation to and from job, meetings, and related job sites.
• Verification of identity and United States work authorization must be completed as required by the Immigration Reform and Control Act.

KNOWLEDGE, SKILLS, AND ABILITIES


Knowledge of:

• Broad working knowledge of local government and assigned department area of work.
• Principles, practices and procedures utilized in an administrative office.
• Office management techniques.
• Principles and practices of municipal administration.
• Principles and practices of effective communication and public presentation.
• City organization, operations, policies and objectives.
• Manager/Council form of government and council processes.
• Applicable laws, codes, regulation, policies and procedures.
• Telephone techniques and etiquette.
• Preparation and presentation of financial, statistical and narrative reports.
• Interpersonal skills using tact, patience and courtesy.
• Research methods, data collection, report presentation, and statistical analysis.
• Customer services standards and interpersonal skills using tact, patience, and courtesy.
• Mathematic computations adequate to correctly perform work.
• Effective oral and written communication principles and practices (e.g. English usage, spelling, grammar, and punctuation) to include principles of public relations and customer service.
• Modern office procedures, methods, and equipment including computers and computer applications such as: word processing, spreadsheets, and statistical databases.

Skill in:

• Analyzing problems or complex issues and providing effective and timely solutions or decisions.
• Communication of complex and sensitive information.
• Diplomacy and presenting a positive image of the City, both verbally and in writing.
• Using sound judgment, being dependable, and meeting scheduled time lines.
• Interpreting, applying, and explaining rules, regulations, policies, and procedures.
• Planning and organizing work and meeting schedules and time lines.
• Preparing a variety of reports, logs, records, and files related to assigned activities.
• Responding to inquiries or complaints from customers, staff, management, and members of the general public or referring them onto the appropriate individual or department.
• Utilizing personal computer software programs and other relevant software affecting assigned work and in compiling and preparing spreadsheets.
• Establishing and maintaining effective working relationships with staff, management, vendors, outside agencies, community groups, and the general public.
• Maintaining confidentiality of sensitive information and communicating with tact and diplomacy.

Ability to:

• Perform administrative assistance duties in support of the assigned Department Director or Designee.
• Exercise independent judgment in relieving the Department Director or Designee of administrative detail.
• Plan and perform complex administrative office organization and coordination duties.
• Establish and revise priorities of clerical work and office activities.
• Use personal judgment to make decisions and take responsibility for such decisions, exercise tact, independent judgment, and initiative.
• Evaluate and recommend improvements in operations, systems, procedures, policies and methods.
• Compose professional correspondence and written materials independently.
• Understand and carry out both written and oral instructions.
• Positively and effectively interact with diverse individuals to accomplish a common goal.
• Demonstrate courteous and cooperative behavior
• Establish and maintain effective working relationships with staff, management, vendors, outside agencies, and general public, and to form team environments, build morale, increase productivity, improve relationships, and meet goals and objectives.
• Interpret and apply Federal, State and local codes, policies, laws and regulations related to area of responsibility.
• Operate a computer to enter data, maintain records, maintain database software, and generate reports with speed and accuracy.
• Anticipate and respond to administrative and operational problems.
• Communicate effectively, efficiently, and in a confidential and diplomatic manner that is sensitive to both the needs of the City employees and supervisors.
• Exercise the highest degree of confidentiality and professionalism at all times.
• Warmly greet the public and co-workers and clearly convey a sincere willingness to be of service and/or open to resolving the situation at hand. Clearly explains self or answers when necessary.
• Portray an image of knowledge, confidence, professionalism, fairness, and caring.
• Meet any dress and/or grooming expectations appropriate to position.
• Independently coordinate, prioritize, and work on multiple activities on a daily basis under often stressful and busy conditions.
• Analyze, interpret, develop, and implement City regulations, policies, and procedures.
• Demonstrate regular, reliable and punctual attendance.