Executive Assistant to the City Manager

City of Shoreline, WA - Shoreline, WA

Full-time
GENERAL SUMMARY

Selection Process:
Submit completed online application. Attached cover letter and resume are required.
Selection process may involve writing skills assessment, including interviews for the most successful applicants.
The City of Shoreline is looking for a candidate with excellent written and verbal communication skills to perform a wide variety of responsible, confidential and complex administrative, technical and secretarial duties for the City Manager, Deputy City Manager and City Council; to act as a liaison with City departments, staff, outside agencies and the general public; and to ensure the efficient operation of the City Manager's office. The position provides oversight to and supervision to an Administrative Assistant III position.

The City of Shoreline City Manager's Office consists of nine staff members who provide City Council support and organization leadership, along with communications, intergovernmental relations and economic development services. The City Manager's Office is staffed by a dedicated team who provide highly valued public services to the community.

Apply and join our team!
EXAMPLES OF DUTIES
ESSENTIAL AND MARGINAL FUNCTION STATEMENTS Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:
Perform a wide variety of responsible, confidential, technical and administrative support duties for the City Manager, Deputy City Manager and City Council; ensure the smooth and efficient operation of the City Manager's office.
Maintain calendars of activities, meetings and various events; coordinate activities with City departments, the public and outside agencies; coordinate travel arrangements.
Receive, sort and distribute correspondence to City staff, City Manager, Deputy City Manager and City Council; compose and type or word process return correspondence as appropriate.
Administer the budget for the City Manager's Office and City Council by processing and tracking invoices, expense reports, petty cash transactions and credit card purchases; maintain accurate and complete financial records.
Research and plan various activities and details associated with meetings, retreats, conferences and business trips.
Draft meeting agendas; manage agenda planner process.
Answer questions and provide information to the public regarding City procedures and policies; follow up on sensitive customer complaints and inquiries.
Oversee City Manager, Deputy City Manager, City Manager's Office and City Council filing systems and records; develop and implement filing systems; modify systems as appropriate.
Answer the telephone; screen and route calls to appropriate personnel; respond to complaints or inquiries; provide information on Departmental and City policies and procedures as required.
Operate office equipment including copiers, facsimile machines and computers; input and retrieve data and text; organize and maintain disk storage and filing.
Supervise support staff in the City Manager's Office.

Marginal Functions:
Perform related duties and responsibilities as required.
QUALIFICATIONS

Knowledge of:
Operations and activities of the office of the top executive of an organization.
Policies and procedures of local government organizations.
Principles of writing, editing and report preparation.
Principles and procedures of record keeping, storage and maintenance.
Basic expenditure procedures and management of departmental budgets.
Basic mathematical principles.
English usage, spelling, grammar and punctuation.
Modern office procedures, methods and equipment.
Principles of supervision, training and performance evaluation.

Ability to:
Perform responsible and difficult secretarial and administrative support services involving the use of independent judgment and personal initiative.
Ensure the smooth operation of the City Manager's Office.
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Respond to requests and inquiries from the general public.
Work independently in the absence of supervision.
Select, supervise, train and evaluate staff.
Maintain confidentiality.
Operate and use modern office equipment including a computer.
Type or input data at a speed necessary for successful job performance.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Experience and Training Guidelines
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:
Six years of increasingly responsible administrative and secretarial experience including three years at the executive level.

Training:
Equivalent to completion of the twelfth grade supplemented by college level course work in public administration, communications or a related field.

WORKING CONDITIONS

Environmental Conditions:
Office environment; exposure to computer screens; extensive contact with the public and City staff.