Executive Administrative Assistant in Liberty Hill, Texas at City of Liberty Hill (TX)

The Executive Assistant assists and supports the City Manager and Deputy City Manager in all functions of their job. Serves as the first point of contact for the City Manager and Deputy City Manager and organizes their daily schedules and tasks.
PRIMARY DUTIES AND RESPONSIBILITIES:
The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Manages and maintains the City Manager, Deputy City Manager, and Mayor calendars; schedules appointments; sets reminders; adjusts schedule as needed to prioritize highest needs and keeps the City Manager, Deputy City Manager and Mayor on task.
• Acts as a liaison in coordinating matters between the City Manager’s Office and other department heads and managers; refers or recommends referral of matters to appropriate departments and staff for follow-up action; periodically reviews outstanding items in the system for needed action and closure.
• Serves as the first point of contact for the City Manager, Deputy City Manager and Mayor; answers emails, phone calls, and interacts with visitors; offers information, solutions, and services on behalf of the City Manager and Deputy City Manager that is within the scope of the job.
• Monitors various aspects of multiple projects and keeps the City Manager and Deputy City Manager updated on progress; creates expense reports.
• Develops and drafts new policies as delegated; research, and search for best practices and upcoming trends; connects with other governmental departments and agencies to collect new information and inform potential new policies.
• Type and draft correspondence, memoranda, and PowerPoint presentations.
• Supports the City Manager’s Office budget preparation, compiles data, evaluates and maintains budget items and accounts, research budget questions and issues.
• Takes minutes at various meetings and transcribes a variety of documents.
• Maintain various tracking spreadsheets.
• Schedules and coordinates the logistics for meetings, conferences, and other events for the City Manager, Deputy City Manager, Mayor and City Council, including, but not limited to, venue, travel, lodging, speaking engagements and remarks, etc.; prepare supporting documents as required.
• Conducts basic to advanced administrative duties that include filling, typing, copying, scanning, electronic recordkeeping, correspondence, and mailing; orders office supplies and equipment; stocks and maintains break room, copy room, shelves, and closets.
• Organize lunch meetings to include catering, setting up, and cleaning up.
• Submit maintenance requests for building repairs and work orders for copier repairs.
• Provides support to City Boards & Commissions as a liaison and/or acts as backup to other administrative staff.
• Provide daily support and backup to City Secretary to include preparing and posting City Council and board and committee agendas and packets. Review, edit, and compile documents and supporting materials for agenda packets. Set up and attend City Council, board and committee meetings. Transcribe meeting minutes. Process and record documents that were approved by City Council. Swear in new board and committee members. Maintain Board and Committee member files and roster. Assist with city elections. Assist with special projects and research of documents and minutes. Maintain City Secretary file list and files.
• Provide support to Human Resources Director with filing and tracking of accidents and workers compensation claims. Post Job descriptions on City and TML websites. Assist with creation of interview folders and scheduling interviews. Create keycards and ID badges for onboarding new employees
• Provide back-up to the Finance Department for banking questions and payroll approval. Financial Login Access Administrator to all banking authorities and other external agencies. Prepare budget books. Prepare purchase orders.
• Provides quality customer service to customers, city staff, the general public, and all other work contacts; maintains a high level of professionalism and confidentiality at all times.
• Run office errands.
• Promote a team mentality
• Performs other related duties as required.

MINIMUM QUALIFICATIONS:
Education and Experience:

• Associate’s Degree and High School diploma or GED.
• Five (5) years of experience as support to an executive in a professional office environment.

Required Licenses or Certifications:

• Valid Texas driver’s license may be required.
• Notary Public Certification may be required.

Required Knowledge of:

• Advanced administrative and clerical skills.
• Time management techniques and strategies.
• Methods, techniques, and organization of managing multiple projects.
• Customer service skills and tactics to interact with diverse individuals.
• Procedures and systems that support word processing, filing, and records management.
• Use of good judgment and sound decision-making practices in matters related to the job.
• City and department policies, procedures, and processes.

Required Skill in:

• Administrative and clerical work and office management.
• Establish and maintain effective working relationships.
• Attention to detail in dealing with numbers, words, documents, and ideas.
• Knowledge of applicable local, state, and Federal statutes, rules, regulations, ordinances, codes, City of Liberty Hill policies and procedures and other potentially governing documents.
• Follow a given set of rules or an outlined process to arrange things or actions.
• Provide accurate and timely information to leadership, personnel, and the public.
• Maintain accurate and complete files and records.
• Read, interpret, and transcribe various documents and records.
• Ensure department standards are met with all policies and processes being followed.
• Maintain confidentiality regarding all City business and information.
• Accessible, responsive, responsible, and transparent in all aspects of matters related to the job.
• Communicate effectively orally and in writing with administration, internal staff, and external entities.
• Demonstrate a respectful and professional attitude in dealing with the public, coworkers, and others.

Physical Demands / Work Environment:

• While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• The noise level in the work environment is usually quiet to moderate.
• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PLEASE NOTE: The minimum salary for this role is $75,000 - (DOQ)