CITY OF BOTHELL EXECUTIVE ASSISTANT FLSA Status: Exempt CLASS SUMMARY Performs a variety of highly responsible, confidential and complex secretarial and administrative duties for the City Manager. The incumbent acts as a liaison between the City and outside agencies and the general public, and attends meetings and prepares minutes and reports for the City Manager; maintains confidential and sensitive information. ESSENTIAL FUNCTIONS- Essential duties and responsibilities may include, but are not limited to, the following: Exercises independent judgment in relieving the City Manager of administrative details and performs a wide variety of administrative and secretarial services; screens visitors and phone calls; routes calls or answers questions and handles general problems such as complaints or request for information as appropriate; maintains appointment calendar, makes travel and meeting reservations and arrangements for City Manager and City Council; reviews or coordinates mail and documents for signature. Serves as Confidential Secretary to City Manager and City Council, types, proofreads and processes a wide variety of complex and confidential reports, letters and memoranda; independently prepares correspondence or assigns to others as appropriate; types from rough draft or verbal instructions; takes and transcribes dictation; assists the City Manager in maintaining effective communications with the City Council and City staff. Maintains daily calendars for assigned management staff; schedules meetings and appointments. Develops and maintains filing system for City Manager and staff, including confidential files; maintains records, locates files, documents, and other information as necessary; researches and provides information on subjects as required; refers requests for specific information about technical or specialized matters to appropriate personnel. Researches and assists in preparation of annual budget; compiles and input budget data; submits budget recommendations for executive office and staff. Coordinates with other departments and divisions in the preparation of Council packets and calendars; prepares minutes and distributes accordingly; assists with the coordination and implementation of other City activities. Reviews completed Executive Department correspondence and reports for accuracy, form and completion; monitors City secretarial activities and products assuring City quality, accuracy and quantity standards are met. Performs other duties as required or assigned. PHYSICAL DEMANDS AND WORK ENVIRONMENT Work is primarily performed in an indoor office setting with extended periods at a computer, sitting or standing. Physical effort is needed to move, lift and carry office equipment, supplies Executive Assistant – February 2002 1/3 CITY OF BOTHELL and materials. Basic communication skills such as talking, seeing and hearing are needed for frequent person-to-person contacts, telephone usage and recording of minutes. The nature of the work has frequent interruptions; contact with the public and staff requires strong communications skills. May be required to work beyond normal working hours. MINIMUM QUALIFICATIONS: Education, Training and Experience Guidelines Equivalent to the completion of high school supplemented by specialized secretarial training and considerable increasingly responsible secretarial experience including experience in a governmental jurisdiction working with a governing board or commission or an equivalent combination of education and of training and/or experience that provides the following knowledge, skills and abilities: Knowledge of: • Policies, procedures and functions of the City • Pertinent federal, state and local laws, codes and ordinances • Current office practices and equipment, and work scheduling • Laws, rules, regulations, ordinances and procedures governing the conduct of public meetings and maintenance of records • Operations and procedures of the City Manager’s office and the City • Applicable software and data processing applications • Business letter writing and report preparation • Filing and indexing procedures • Principles, practices and methods of accounting and budget preparation • Correct English usage, spelling, grammar, punctuation, and sentence structure Ability to: • Interpret and apply City policies, procedures, laws and regulations relating to assigned activities • Take responsibility and perform responsible and difficult secretarial work utilizing independent judgment and initiative • Plan, organize and schedule office priorities • Utilize applicable software and data processing applications • Assist with efficient and lawful maintenance of official City records and documents • Independently prepare correspondence and memoranda (or from oral and written instructions) in a clear and concise manner • Communicate clearly and concisely, both orally and in writing • Effectively screen incoming calls and visitors; maintain mail log, sort and/or route incoming and outgoing correspondence; schedule appointments and make travel arrangements • Track Agenda Bills for submittal and City Manager's signature • Plan and efficiently organize work in terms of setting and meeting priorities • Use independent judgment and initiative in making sound decisions and in developing solutions to problems • Interpret and follow oral and written instructions with attentiveness to detail • Discreetly handle confidential and politically sensitive matters Executive Assistant – February 2002 2/3 CITY OF BOTHELL • Tactfully and courteously respond to requests and inquiries/complaints from the general public and staff • Maintain effective working relationships with those contacted in the course of work • Assist the City Manager in maintaining effective communications with the City Council LICENSE OR CERTIFICATE REQUIREMENTS • Possession of, or ability to obtain, Washington State Notary Public Certification Class specifications are intended to present an illustrative description of the range of duties, the scope of responsibility and the required level of knowledge, skills and abilities necessary to describe the primary functions of the job. Specifications are not intended to reflect all duties performed by employees in each position assigned to the class. Executive Assistant – February 2002 3/3