Executive Assistant II

This is a professional administrative position performing a variety of highly complex administrative support functions to ensure effective operation and management of the Administrator's Office. Duties include conducting research, project management, preparing statistical reports and handling information requests along with the day-to-day clerical functions such as calendar control and preparation of agendas and correspondences for the Administrator and designated staff. This position reports to the Administrator or designee and works with the Deputy Administrators, Mayor, Commissioners, General Counsel, Directors, Judicial/Governmental officials, and the public. In this environment, client relations are extremely sensitive and considered critical to the operation of the organization at the highest executive level of government, wherein duties must be performed with a high degree of professionalism, maturity and discretion. Responds to inquiries in person, via telephone, or email, and directs constituents to the appropriate personnel. Creates, proofreads, edits, and formats a variety of documents, spreadsheets, reports, and presentations with accuracy; disseminates information accurately by reading, researching, and routing correspondence appropriately; obtains documents to independently distribute, prioritize, and organize for the office and the Administrator; performs special projects and other duties as assigned. Relieves management staff of routine administrative tasks; screens telephone calls, mail, and other communications and initiates appropriate action/response; records dictation; types, composes, edits, or proofreads correspondence on behalf of management staff; records and/or transcribes correspondence, statements, minutes, or other information; and keeps management informed of significant matters, messages, documentation, or other information; schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; updates calendar on a regular basis; and notifies parties involved of changes. Welcomes guests, customers, elected officials in a very courteous and professional manner by greeting them in person or on the telephone; answers and directs inquiries; provides information to callers; coordinates office communication by relaying messages to staff and disseminates information to staff. Assists leadership team with preparation for Commission Meetings; assists Commissioners/Elected Officials with agenda items, reports, researching and providing information for various purposes to include departmental activities, programs, functions and/or events; performs high level of interaction with the Community and Community Leaders. Assists with office budget preparation; prepares requests for payment and enters purchase orders and requisition information into the Central Square system; monitors expenditures and works with the departmental budget.; maintains records of vacation and sick leave for the Administrator's staff within the ADP timekeeping system; monitors contracts assigned to the Administrator's Office; maintains open record requests log. May be required to assist with the preparation of monthly newsletters for the organization utilizing strong research and editing skills with a high level of English language proficiency. Assists with posting of publications on the organization's website. Performs other duties as assigned by the Administrator and other office leadership. Education: Associate's degree in Administrative Services, Office Administration, or related field or High School Diploma/GED with equivalent experience. Experience: Three (3) years of complex administrative experience as an executive assistant, administrative secretary, or office manager to executive level management. Advanced experience or training in personal computer use with Microsoft Office software or five (5) years' experience with a High School Diploma. Preferred: Experience in a municipal government environment. Knowledge/Skills/Abilities: Excellent calendar management skills, including the coordination of complex executive meetings Administrative writing skills, reporting skills, supply management, scheduling, organization, time management, travel logistics, verbal communication. Strong organizational, administrative, communication and problem-solving skills Ability to maintain customer confidence and protects operations by keeping information confidential Experience assisting management with the creation of PowerPoint presentations Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook Demonstrated ability to successfully create and/or modify processes Demonstrated ability to schedule travel arrangements for management Vast knowledge of government operations and day to day activities Excellent communication skills both written and oral Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook Strong interpersonal skills The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.