Executive Assistant to the City Manager and Administrative Supervisor

Salary Range
6,803.00 - 10,205.00Job Summary
We're currently recruiting for an Executive Assistant to the City Manager and Administrative Supervisor. The primary responsibilities for the job are to supervise, coordinate, and perform a wide variety of responsible and complex administrative support duties for the City Manager, Mayor and City Council. The individual will serve as Office Manager for the City Manager's Office, provide supervision of clerical staff, and provide information and assistance to City personnel and the public regarding the City Manager and Mayor.

This is a full-time, regular, exempt position. The regular schedule for this position is Monday through Friday 8 am - 5pm but could vary due to Council and/or community meetings and/or events.

Due to the high-profile nature of this role and the necessity for close collaboration with key stakeholders and staff, this position requires on-site presence at our office.Job Details

Essential Functions:

• Ability to provide a high level of customer service at all times; project and maintain a positive image on behalf of the City of Vancouver.
• Manage office support functions; plan, prioritize, assign, supervise and review the work of assigned personnel.
• Select, train, motivate and evaluate assigned staff; provide or coordinate staff training, work with employees to correct deficiencies; implement discipline procedures.
• Participate as a member of the Citywide Leadership Team.
• Recommend improvements in workflow, procedures and use of equipment and forms.
• Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities
• Participate in the duties relating to administration of a department; assist in preparing comprehensive reports, preparing minutes of meetings, compiling annual budget requests, recommending expenditure requests for designated accounts, and monitoring approved budget accounts.
• Collect, compile, and analyze information from various sources on a variety of specialized topics related to programs administered by the position or by the manager; write reports which present and interpret data, identify alternatives and make and justify recommendations.
• Maintain personnel and payroll records; process paperwork for personnel actions including new hires, terminations and promotions; coordinate recruitment process with Human Resources; monitor performance evaluation dates and provide appropriate forms to staff.
• Assist in a variety of department operations; perform special projects and assignments as requested.
• Maintain calendars of department activities, meetings and various events, coordinate activities with other City departments, the public and outside agencies.
• Organize and oversee complex technical filing systems.
• Independently compose correspondence related to assigned responsibilities.
• Serve as secretary to various committees and commissions; may take and transcribe meeting minutes.
• Operate a variety of office equipment including a computer.
• Assist in the drafting and implementation of department policies and procedures.
• Coordinate travel arrangements for department staff as needed
• Perform other duties and responsibilities as assigned.

Qualifications

Experience and Education

• Four (4) years of increasingly responsible administrative and clerical experience including at least two years of supervisory responsibility and executive or elected level administrative support.
• Equivalent to an associate's degree from an accredited college or technical school preferred in public administration, communications, business or related field.
• Equivalent combinations of education and experience may be considered.

Computer Skills

• Advanced skills in Microsoft Office software including Word, Excel, Outlook and PowerPoint, Publisher; operate projector and laptop; ability to learn new technology; ability to update websites and maintain electronic archives
• Advanced skills in virtual meeting programs (e.g. GoToMeeting, Microsoft Teams, Zoom)

Knowledge

• Advanced communication practices including English usage, excellent composition, spelling, grammar and punctuation skills; formatting and proofreading; oral communications, electronic communications
• Principles of supervision, training and performance evaluation
• Local and State laws relevant to City Council affairs, including meeting and public hearing notice requirements and approval processes; and Roberts Rules of Order
• Legal requirements pertaining to public meetings
• Technical knowledge or skills related to agenda management systems, SharePoint, creation and management of virtual meetings, and website maintenance
• Document execution procedures, including familiarity with electronic signature systems such as DocuSign and Airlift
• Principles and procedures of record keeping, including knowledge of public records requirements as well as general document tracking systems (staff report numbers, resolution and ordinance numbers)
• Principles and procedures of record keeping and reporting
• Advanced technical training in secretarial and clerical practices; template management; office procedures, computer equipment and software; electronic records management, use of internet and website
• Modern office procedures, methods and computer equipment
• Use of personal computers and basic software

Abilities

• Perform highly advanced administrative and clerical work involving a high level of independent judgement and decision making and personal initiative
• Demonstrate highly advanced communication skills both orally and written
• Maintain a high degree of confidentiality and discretion
• Demonstrate strong project management, problem-solving and teamwork skills; meet and manage deadlines with appropriate discernment of priorities and the need for flexibility
• Work independently. Set priorities and organize work to accomplish complex tasks efficiently and accurately within stringent deadlines
• Work on several projects concurrently in a busy office environment
• Paraphrase complex statements and issues for meeting minutes
• Use judgment to interpret and adapt guidelines in specific situations; analyze results, recognize the need for changes, and recommend changes
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities
• Establish and maintain professional, cooperative working relationships with staff across the organization to assist in department scheduling needs balanced with Council priorities and interests
• Set and enforce priorities and deadlines for staff across the organization
• Professionally interact with members of the public, City management staff and elected officials in a public setting
• High ability to problem-solve in relation to dynamic and shifting calendar and use judgement to independently analyze specific scheduling requests in the context of the whole calendar
• Set and communicate deadlines with staff
• High level of attention detail
• Work late evenings at Monday Council meetings
• Work occasional weekend days at all-day Council retreats
• Operate a personal computer and appropriate software
• Work in a manner consistent with the City of Vancouver's Operating Principles
• Work and act as a team player in all interactions with other City employees
• Project and maintain a positive image with those contacted in the course of work
• Develop and maintain collaborative and respectful working relationships with team members and others
• Consistently provide quality service
• Maintain regular and dependable attendance
• Demonstrate a commitment to valuing differences among people and to being inclusive
• Show the utmost respect for others, and act as a team player
• Promote safety as a guiding principle and a regular practice in accomplishing work by focusing on safe practices and complying with safety and health policies and procedures.
• Recognize unsafe conditions which may be hazardous to an employee or to the public.
• Works in safe and responsible manner; not putting self or others at risk. Complies with applicable policies and procedures including but not limited to using personal protective equipment, observing warning signs, learning about potential hazards, and reporting all unsafe conditions.
• Responsible for ensuring a safe workplace in compliance with applicable policies, procedures and regulations. Ensures supervised employee review of the City Core Accident Prevention Plan, relevant safety policies and procedures, and training on illness and injury response and specific job-related safety concerns. Reports and appropriately escalates all safety issues and all injuries.

This position is subject to successful completion of a pre-employment reference check and a basic criminal background check.

The City of Vancouver is committed to advancing equity and creating a welcoming and inclusive workplace. We recognize that progress depends on more than just a verbal commitment; it depends on making meaningful organizational change. We developed and continue to develop strategies to enhance employee-centered programs, eliminate recruitment and advancement barriers . click apply for full job details