Executive Assistant

City of Katy - Katy, TX (30+ days ago)

Full-time

The City of Katy is currently seeking an Executive Assistant to support the City Administrator.

SUMMARY: Provides direct administrative support to the Mayor or City Administrator in daily operations. Plans, organizes, and develops methods to meet department needs. Researches and answers specific questions and provides information to assist in the resolution of issues. Performs a variety of high level administrative and office tasks as well as a variety of specific duties to ensure objectives are achieved efficiently.

EXAMPLES OF ESSENTIAL DUTIES: - Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties, which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

Develops and implements procedures to control workflow for the Mayor or City Administrator.
Performs administrative support duties to include coordinating or participating in the preparation and distribution of meeting agendas and minutes; maintaining an executive calendar of meetings, conferences, public appearances, and travel arrangements; processing requisitions; answering and routing calls; preparing and processing purchase orders and invoices; and maintaining and ordering office and kitchen supplies, wearing apparel, gifts, equipment, and related material and coordinate various vendors such as photographer and others.
Prepare a variety of ceremonial documents and gifts, including proclamations, resolutions of bereavement, letters of acknowledgment and support, plaques and keys to the City.
Provides customer service, serves as a liaison to, and coordinates with internal and/or external departments, personnel, citizens, and agencies to facilitate departmental operations, including assisting with special projects, office events, and assignments.
Collects, prepares, and supplies information for use in discussions and meetings with Council members, department heads, managers, supervisors, staff members and citizens.
Composes letters and memoranda; responsible for preparing, typing, and distributing reports and inter-office and press-related memos and documents issued by the Mayor's office
Assistant in preparing the annual budget.
Maintain confidential files and records of sensitive nature.
Participates a member of the Emergency Management Team.
Assists in conducting City elections.
Perform other duties as required.

MINIMUM QUALIFICATIONS:
Education, Training and Experience Guidelines:
Associate Degree in Business Administration or related field AND five (5) years of senior-level administrative experience; OR an equivalent combination of education, training, and experience.

Knowledge of:
City and Department organizational structure and functions, policies and procedures.
Ability to analyze and resolve problems independently.
Ability to prioritize and work within strict time constraints.

Skill in:
Coordinating and executing multiple tasks simultaneously.
Dealing with public relation issues and various citizen inquiries tactfully, courteously, and in a business manner.
Establishing and maintaining effective working relationships with co-workers, supervisors and the general public.
Reading, interpreting, explaining, and applying laws, codes, ordinances, rules, regulations, policies, and procedures.
Communicating effectively both orally and in writing; ability to research, collect, analyze, summarize and prepare both technical and administrative reports and compose a variety of correspondence.
Developing, evaluating and implementing processes and procedures.
Advanced level Microsoft Office Programs and typing speed of 65 wpm.

LICENSE AND CERTIFICATION REQUIREMENTS:
Valid State of Texas driver's license.
Executive Assistant Certification preferred.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT:
Prolonged periods of sitting, standing, walking, reaching and bending
Must possess adequate dexterity to operate a computer, telephone, copy machine and other office equipment
Requires normal vision, hearing, and understandable articulation
Frequent lifting and/or moving objects up to 10 pounds and occasionally up to 30 pounds
Work will be performed in a normal office environment or in extreme temperatures and weather conditions; dirty and dusty conditions
The City of Katy is committed to compliance with the Americans with Disabilities and Amendments Act and is an Equal Opportunity Employer.