21403 CITY OF ISSAQUAH CLASSIFICATION DESCRIPTION EXECUTIVE ASSISTANT TO MAYOR, CITY ADMINISTRATOR, AND DEPUTY CITY ADMINISTRATOR SUMMARY: Under the direction of the Mayor, City Administrator, and Deputy City Administrator, performs highly responsible, confidential, complex clerical and administrative support functions of broad scope and significance for the Executive Department. This position provides day-to-day operational support, oversees the timely response to citizen inquiries, and manages the information and documentation systems of the office. This position also provides the overall management of the Executive Department offices. SCOPE: Reports to: Mayor, City Administrator, and Deputy City Administrator Supervision: May supervise one or more support staff. Independently performs work of a regular and recurring nature and a variety of more complex secretarial and office managerial duties in accordance with City and departmental procedures and policies. Works under intermittent supervision. Prioritizes and plans own work schedule. DISTINGUISHING CHARACTERISTICS: This position is distinguished from the Administrative Support III & IV levels by the responsibility for performing more complex and confidential assignments, administrative tasks for the Executive Department, and daily interaction with regional elected officials and community leaders. The work requires knowledge of overall City activities, programs and services as well as regional affairs. Work is performed independently on a variety of more complex office managerial duties in accordance with City and departmental procedures and policies. Incumbent receives only intermittent supervision on special assignments and is expected to carry out daily work without instructions and/or guidance. WORK ENVIRONMENT: Work is performed primarily in an office environment requiring hand/eye coordination in the sustained use of a keyboard or other office equipment and requiring sitting for extended periods. ESSENTIAL FUNCTIONS: • Acts as ambassador to the Mayor’s office. Screens Mayor’s telephone calls and walk-ins to either assist and resolve concerns or problems, or refer to appropriate office. Facilitates the resolution of citizen complaints. Researches background to the problem when necessary. • Screens and sorts mail for Mayor, City Administrator, and Deputy City Administrator. Determines priority of items for their consideration. Either prepares appropriate response or refers to appropriate department to prepare a response. Tracks responses to ensure a reply to citizen in a timely fashion. • Edits all outgoing correspondence and prepares in final format for Mayor’s signature • Writes Mayor’s proclamations, press releases, and articles for the City Newsletter. Proofs and edits entire City Newsletter • Handles confidential documents containing personnel, legal and politically sensitive information • Manages the calendars for Mayor, City Administrator, and Deputy City Administrator, including day-to-day scheduling of meetings • Anticipates and schedules reviews for department directors with Mayor’s Office • Coordinates various activities and details for meetings and business trips • Serves as liaison between the Mayor’s Office and Executive Staff and other employees, distributing or collecting information, scheduling meetings and preparing committee agendas • Assists Community Services when needed. Performs backup to Community Services Administrative Assistant. • Communicates frequently with elected officials, regional, and community leaders, such as County Executive and King County Council offices, chamber of Commerce, Association of Washington Cities, and Suburban Cities Association OTHER JOB DUTIES: • Performs general office management, including maintaining copy room equipment and supplies, purchases supplies and equipment • Researches vendors for purchases • Develops and maintains records and filing systems • Institutes new or revised procedures to increase office efficiency and effectiveness • Arranges department staff meetings and keeps staff informed of office-related events • Arranges performance reviews for department staff • Collects department director timesheets to and prepares monthly recap • Tracks expenses of supplies and equipment to ensure they stay within budget • Performs special projects as assigned. Researches, assesses and compiles findings for presentation to Mayor, City Administrator and Deputy City Administrator QUALIFICATIONS: Education and Training: Graduation from high school and four years of clerical/secretarial experience, preferably in the public sector; formal vocational training in secretarial and office management skills is desirable; or any equivalent combination of education and experience which would provide the desired knowledge, abilities and skills. Licensing and Certification: None. Knowledge, Skills, and Abilities: • Experience providing administrative assistance to an executive • Thorough knowledge of Executive Department services, policies, and procedures. • Thorough knowledge of City services and resources. • Thorough knowledge of principles and practices of office management and work organization. • Thorough knowledge of standard office practices and procedures, equipment and clerical/secretarial processes and techniques, including the use of a variety of software, including specialized software, and automated applications. • Considerable knowledge of grammar, punctuation, spelling, syntax, appropriate style and arithmetic. • Ability to organize effective office processes and procedures. • Ability to operate a variety of office equipment, including microcomputers and other electronic equipment. • Ability to communicate effectively, both orally and in writing. • Ability to make arithmetic calculations and computations accurately. • Ability to maintain moderately complex records and ensure their confidentiality. • Ability to proofread, research files and logically organize information. • Ability to follow verbal and written instructions. • Ability to work under pressure and to meet deadlines. • Ability to establish and maintain effective working relationships with other employees and the general public. The statements contained herein reflect general details as necessary to describe the principal functions of this classification, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. ORIGINATION DATE: August, 2000 EEO CATEGORY: Clerical FLSA STATUS: Non-Exempt CLASS CODE: 21403 BU: ASA