Executive Administrative Assistant – City Manager Position Available In Henry, Georgia

Executive Administrative Assistant – City Manager 3.5 3.5 out of 5 stars 17 East Main Street South, Hampton, GA 30228 EXECUTIVE

ADMINISTRATIVE ASSISTANT REPORTS TO

Department Director

DEPARTMENT

Applies to all depts.

CLASSIFICATION

Full-time regular

FLSA STATUS

Exempt

DATE APPROVED

October 8, 2024

LAST REVISED:

October 8, 2024

JOB SUMMARY:

This position is responsible for assisting the Department Director with the day-to-day operations of the Department. This consists of responding promptly to the needs of the Department Director, assisting them in oversight of various activities such as a request for proposal (RFP), coordinating daily calendars, appointments, and events; conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications, demonstrating professional skills such as project management and contract management. Additional duties shall include writing skills, reporting skills, scheduling, Microsoft Office skills, organization, time management, presentation skills, travel logistics, and all other duties as required.

POSITION CONTEXT

While performing the duties of this job, the employee may be required to sit, stand, talk, and operate a computer and telephone keyboard to reach, stoop and kneel for an extended period of time. Light to moderate lifting is required.

ESSENTIAL FUNCTIONS

§ Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics. § Operate multi-line telephone system. § Collects and receives information (that may be of a sensitive nature). § Provides assistance to staff as needed. § Completes projects in a timely manner; following up on results.

OTHER JOB FUNCTIONS

§ Ability to effectively handle executive-level concerns while being professional and courteous. § Ability to relay information from the City Manager to all departments in a professional manner. § Maintains required departmental documentation, filing system, and public informational materials. § Ability to type/enter data accurately at a working rate of speed, make accurate and rapid calculations and maintain files in filing system per procedures. § Working knowledge of general office procedures and practice, data entry, word processing (Microsoft Word/Excel), and operating a calculator.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

§ Demonstrates ability to work independently with minimal supervision while exercising good judgment and initiative. § Ability to develop and maintain collaborative working relationships with all levels of staff, other departments and the general public. § Ability to multi-task and work under pressure with constant interruptions and within short timeframes. § Must have strong organizational and time management skills. § Must have strong verbal and written communication skills, using English language. § Ability to understand, follow verbal and written instructions, and respond to questions from internal and external sources. § Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. § Knowledge of standard practices and procedures.§ Knowledge of general record-keeping tasks and office terminology, procedures and equipment.§ Knowledge of business arithmetic.§ Excellent customer service skills, including tact and common courtesy.§ Knowledge of modern office procedures, methods and computer equipment.§ Ability to handle confidential/sensitive matters in a professional manner.§ Must have the ability to maintain professional composure and take reasonable action when confronted with difficult situations.§ Ability to work effectively as a team player, take the initiative and make constructive recommendations to improve overall departmental efficiency.

MINIMUM QUALIFICATIONS

Education:

o High school diploma or general education degree (GED) o Bachelor’s degree preferred, or a combination of education, training, and experience.

Experience:

o Minimum one-year office experience and/or training o Minimum one-year of customer service experience o Working knowledge of MS Office (Word, Outlook and Excel) and previous experience or the ability to gain proficiency with financial systems.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS

§ Duties are performed primarily in an office setting and will routinely transition from sitting to a standing position. Tasks will involve extended periods of time at a keyboard, and workstation. The person in this position needs to move about inside the office to assist the City Manager, access file cabinets, office equipment, etc.§ The position will have frequent contact with others and may require prolonged periods of concentration and the ability to cope with numerous interruptions and changing priorities. Physical ability to hear ordinary conversation, such as questions from the public, as well as other sounds, such as the telephone ringing, etc.

EQUIPMENT USED

§ General office equipment including computer, scanner, printer, copier and telephone.§ Calculators, laptops, and tablets.

STATEMENT OF OTHER DUTIES DISCLAIMER

The preceding job description does not constitute an employment contract. It has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this position. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job. Incumbent will perform other duties as assigned by immediate supervisor.

Job Type:

Full-time Pay:

$58,656.00 – $85,145.83 per year

Benefits:

Dental insurance Employee assistance program Flexible schedule Flexible spending account Health insurance Health savings account Life insurance Professional development assistance Retirement plan Tuition reimbursement Vision insurance

Schedule:

8 hour shift Monday to

Friday Work Location:

In person