Potential $0 (zero) monthly Premium Cost for Individual Health/Dental benefits.
RSA Retirement Benefits.
The Executive Assistant to the City Clerk-Treasurer primarily provides support to the City Clerk-Treasurer, completing various higher-level projects, processes and tasks assigned by the Department Head. Work requires a higher level of confidentiality, sensitivity and good judgment. Responsibilities may include work with budgeting, preparation of various documentation, development of reports and publications, performance of research and analysis, drafting and distribution of various types of correspondence, scheduling and facilitation of departmental events and meetings, facilitation of internal and external contacts and follow-up, or any other tasks to assist the Department Head with duties and priorities. All work is assigned at the discretion and direction of the Department Head and performed under general supervision.
Maintaining the records for the various City Boards.
Completes higher level projects, processes and tasks assigned by Department Head.
Performs payroll functions, including collecting time sheets, checking for errors, entering data to spreadsheets, and tracking leave.
Processes department purchasing documentation and invoices from vendors.
Processes all expense reports and travel requests.
Prepare agenda items for department matters before the City Council.
Works on special projects, processes, and other assignments to the Department Head.
Conducts research and analysis.
Assists in developing department budget.
Preparation of various documentation.
Development of reports and publications as needed by Department Head.
Drafting and distribution of various types of correspondence.
Scheduling and facilitation of departmental events and meetings.
Facilitation of internal and external contacts and follow-up.
Any other tasks to assist the Department Head with duties and priorities.
Attends city council meetings as needed and records minutes.
Provides assistance to the City Council Members when necessary.
Prepares draft of minutes for review and editing by City Clerk-Treasurer.
Sort and distribute incoming mail.
Deliver outgoing mail to Post Office at the end of the day.
Communicate with citizens by telephone and in person daily.
Job Conditions:
Ability to communicate well with the public personally and on the telephone.
Work in fast paced environment, changing tasks frequently.
Must be able to be interrupted and get back on task.
Job will require overtime to attend meetings and to meet deadlines.
Normal office working conditions.
Job will require overtime to attend meetings and to meet deadlines.
Frequent interruptions and occasional evening meetings.
Must maintain a strong driving record for city insurance purposes and records maybe periodically checked by the city.
Strong background record required, due to accessibility to city and employee property, city records, and frequent interaction with public.
Must maintain professional personal demeanor, appearance and work area, to maintain professionalism in greeting the public as the departmental representative.
A high school diploma is required, with additional education in office practices and computer applications preferred, and some college-work related to duties preferred.
Additional computer courses preferred.
Five years of progressive, responsible administrative experience, including two years of experience reporting to a mid-level manager or executive preferred.
Strong work history of dependability and performance.
Current driver's license for city related errands.
Competency with Microsoft Word, Access, and Excel.
General knowledge of general office procedures.
Verbal skills to communicate information and needs for the public, also to co-workers and supervisors.
Skill to operate computer, calculator, cash register, copier, etc.
Writing skills to compose memos, letters, and general correspondence.
Math skills to add, subtract, multiply and divide.
Reading skills to understand instructions, policies, and general written correspondence.
Ability to work independently without close supervision.
Strong team andinterpersonal skills.
Ability to work at a fast pace to complete ahigh volume of work.
Ability to stay on task and maintain professionalism on the job.
Ability to follow specific instructions.
Ability to answer multiple phone lines.
Ability to work on multiple projects.
Ability to remain calm and professional when confronted with irate, rude or stressed individuals.
Skill in clerical work such as typing, filing, drafting letters.
Ability to interface with citizens and employees in pleasant manner.
Ability to make independent decisions in accordance with city policy.
Ability to keep confidential information confidential.
Ability to prioritize work projects.
Physical Capabilities:
Ability to be mobile in order to handle boxes of documents and files.
Ability to communicate verbally and in writing with the public.
Occasionally lift and carry up to 25 pounds.
Ability to stand/sit for extended periods of time.
Ability to work on the computer and telephone for extended periods of time.
