EXECUTIVE ASSISTANT to the TOWN MANAGER

Executive Assistant Position Description

TOWN OF MEAD

EXECUTIVE ASSISTANT to the TOWN MANAGER

EXEMPT: No DEPARTMENT: Town Administration

REPORTS TO: Town Manager PAY RANGE: $39,728.00 - $51,646.00

**This is a reposting. The job description has been updated. Please read thoroughly. **

GENERAL PURPOSE

This position performs a variety of routine and complex administrative, communication, and customer service work for the Town Manager and Department Heads and may handle a wide variety of confidential and difficult situations that require tact and discretion.

SUPERVISION RECEIVED

This position works under the general supervision of the Town Manager.

EXAMPLES OF ESSENTIAL DUTIES AND RESPONSIBILITIES

The list below is intended to be generally illustrative of the responsibilities of the position and not all encompassing. The Town may change these duties at any time.

·  Assists Town Manager and Department Heads with routine tasks; handles their phone calls and inquiries from residents; manages their mail to help ensure timely response and quality customer service.

·  Assists Board of Trustees with general administrative needs including correspondence, travel reservations, event registration, etc. in conjunction with the Town Clerk.

·  Screens complaints and identifies sensitive issues. Involves the Town Manager and / or Department Heads as needed.

·  Prepares memoranda, letters, and other correspondence on behalf of the Town Manager; prepares and presents various reports and material, including Board of Trustee agenda items.

·  Reviews and proofreads various information to ensure accuracy and consistency with administrative policy, and grammatical correctness.

·  Assists with ordering and maintaining supply inventory.

·  Schedules appointments, arranges and coordinates meetings, handles travel arrangements.

·  Assists with meeting room preparation.

·  Reviews and analyzes Town policies, operating practices, and procedures. Supports Town staff in developing department policies and procedures. Supports Management staff identifying problems; conferring on matters of organization, budgeting, staffing, and other administrative matters; and, makes recommendations for improvement where warranted.

·  Researches, gathers, reviews, analyzes and summarizes data for reports and correspondence.

·  Provides follow-up status reports on assignments given to Management staff by the Town Manager.

·  Assists with organization performance measures as well as tracks and analyzes outputs and outcomes in assigned areas.

·  Coordinates legislative affairs for Board of Trustees on behalf of the Town Manager. Monitors and reviews State and Federal legislation that may impact local concerns. Assists in the preparation of correspondence describing the Town’s position.

·  May serve as primary grant administrator. Assists Department heads in searching for and completing grants. Manages information flow, tracks necessary documentation, and ensures timely delivery of information to successful completion.

·  Organizes, and coordinates the assignments, projects, and work of marketing, communications, public information programs, and initiatives based on the vision of the Board of Trustees.

·  Works with department staff, public, and community groups to improve community relations, enhance citizen involvement, knowledge and information. Assists the Town Manager, Board, and Management Team in creating talking points, articles, and presentations. Coordinates the writing, editing, and publishing of organization publications.

·  Serves as point of contact for media outlets and public relations. Establishes and maintains collaborative relationships with representatives of community, citizens, employees, and public interest groups. Participates in networking activities with representatives from other municipalities, local business owners, and Chamber of Commerce to foster open communications.

·  Attends and participates in professional group meetings; stays current with new trends and innovations in the field of public management.

·  Performs other duties as assigned.

EDUCATION AND EXPERIENCE

·  At least three (3) years of clerical or administrative work. Previous experience supporting an executive position preferred.

·  Any combination of education and experience equivalent to the completion of an Associates’ Degree from an accredited college or university. Bachelor’s Degree preferred.

·  Previous experience in a municipal or public jurisdiction preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The requirements listed below are representative of the knowledge, skills, and/or abilities required:

·  Knowledge of computers and electronic data processing, calculators, fax machines, and other miscellaneous office equipment.

·  Demonstrates strong organizational skills.

·  Skill in operating a variety of computer software programs including Microsoft Office, Publisher, Adobe Photoshop, and Access.

·  Ability to communicate effectively, both verbally and in writing.

·  Ability to speak in formal public meetings, as well as the ability to connect with small groups and individuals and understand their concerns.

·  Ability to establish and maintain successful working relationships. Possess the ability to foster teamwork, innovation, and creativity.

·  Ability to work under pressure and/or frequent interruptions.

·  Ability to perform varied administrative tasks; determine relative importance of each, set deadlines, and complete projects accordingly.

·  Ability to maintain sensitive and confidential information.

·  Ability to work with difficult customers.

·  Ability to learn the Town, our organizational structure, administrative principles and practices.

·  Ability to exercise initiative and to make sound independent judgments.

·  Has a passion for public service to the community and its residents.

LICENSES AND CERTIFICATIONS

•  Valid Colorado Driver’s License and a satisfactory driving record.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Frequency Guide
Rarely (R) / Occasionally (O) / Frequently (F) / Constantly (C)
Less than - 5% / 6 – 30% / 31% - 70% / Over 70%
Physical Task / Frequency / Physical Surroundings / Frequency
Sitting / F / Extreme Temperatures / R
Standing / F / Inside Work / C
Walking / F / Outside Work / R
Running / R / Walking on uneven surfaces / R
Stooping / O / Working at height / R
Kneeling / R / Other:
Squatting / R
Climbing / R / Environmental Conditions
Balancing / O / Exposure to Chemicals / O
Reaching / O / Exposure to Gases/Fumes/Dust / O
Grasping / C / High Noise Levels / R
Fingering / C / Moderate Noise Levels / F
Handling / C / Vibrations / R
Visual Acuity Near / C / Work in Traffic / R
Visual Acuity Far / O / Local Travel / F
Depth Perception / R / Out of Town Travel / O
Color Discrimination / F / Other:
Peripheral Vision / O
Talking / C
Hearing / C
Light/Power Equipment Ops / O / Weight of Objects Moved
Heavy Equipment Operation / R / Over 100 pounds / R
Other: / Over 50 Pounds / R
Over 10 pounds / O

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Employee Date

November 9, 2017 Page 4