Positions

Pay Range 15 Breakdown

BreakdownMinMax
Annually$37,201.96$55,802.94
Monthly$3,100.16$4,650.25
Bi-Weekly$1,430.84$2,146.27
Hourly (40 hrs.)$17.8856$26.8283
Hourly (42 hrs.)$17.0339$25.5508
Hourly (56 hrs.)$12.7754$19.1631

Executive Assistant

Range: $37,201.96 - $55,802.94 (15)
Position Number: 56

JOB TITLE:  EXECUTIVE ASSISTANT - ADMINISTRATION
JOB SUMMARY:  This position is responsible for performing a variety of administrative and secretarial duties in support of the City Manager.
MAJOR DUTIES:
Provides administrative and high level secretarial support to the City Manager.
Organizes and maintains calendar for the City Manager; maintains files.
Processes incoming and outgoing mail; opens and prioritizes mail for the City Manager; monitors City Manager’s email; transcribes the City Manager’s voicemail.
Maintains Leadership Team monthly calendar.
Prepares location for City Council meetings; clears meeting area after meetings; makes catering arrangements.
Prepares monthly progress report, the City Manager’s quarterly report to the City Council, and other reports.
Researches, retrieves and files relevant newspaper articles.
Composes memoranda and correspondence utilizing short-hand and speed writing; takes and transcribes from dictation.
Types daily correspondence and complex documents.
Prepares and submits the office payroll for processing.
Receives and enters purchase requests; talks with vendors and assists with purchasing decisions.
Answers the telephone and greets visitors.
Assists the City Clerk as directed.
Assists the Assistant City Manager with even planning and other assignments.
Serves as liaison between City Manager’s Office, other city departments, the City Council and citizens.
Performs other related duties as assigned.
Receives and processes citizen and customer complaints and concerns.
Oversees travel arrangements for offices, department heads, and City Council members.
KNOWLEDGE REQUIRED BY THE POSITION:
Knowledge of modern office practices and procedures.
Knowledge of the operations and functions of city departments.
Knowledge of city and department policies and procedures.
Knowledge of correct grammar and usage.
Skill in planning and organizing work independently.
Skill in performing multiple duties simultaneously.
Skill in operating a computer, typewriter, calculator, copier, and facsimile machine.
Skill in taking shorthand and in speedwriting.
Skill in interpersonal relations.
Skill in oral and written communication.
SUPERVISORY CONTROLS:  The City Manager assigns work in terms of general instructions.   Completed work is spot-checked for accuracy, compliance with procedures, and the nature and propriety of final results.
GUIDELINES:  Guidelines include city, department, and Council policies and procedures, and city codes and ordinances.  These guidelines are generally clear and specific, but may require some judgment, selection and interpretation in application.
COMPLEXITY:  The work consists of varied administrative and secretarial duties.
SCOPE AND EFFECT:  The purpose of this position is to provide administrative and secretarial support to the City Manager, Mayor, and City Council.  Successful performance in this position facilitates department operations and affects the image of the city.
PERSONAL CONTACTS:  Contacts are typically with department heads, co-workers, other city employees, elected officials, and the general public.
PURPOSE OF CONTACTS:  Contacts are typically to give and exchange information, resolve problems, and provide services.
PHYSICAL DEMANDS:  The work is typically performed while sitting, standing, or stooping.  The employee occasionally lifts light objects.
WORK ENVIRONMENT:  The work is typically performed in an office.
SUPERVISORY AND MANAGEMENT RESPONSIBILITY:  None.
MINIMUM QUALIFICATIONS:
Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.
Experience sufficient to thoroughly understand the work of subordinate positions to be able to answer questions and resolve problems, usually associated with one to three years experience or service.

JOB TITLE:  EXECUTIVE ASSISTANT – PUBLIC SERVICES
JOB SUMMARY:  This position is responsible for performing a variety of administrative and secretarial duties in support of the Deputy City Manager – Operations and Public Services.
MAJOR DUTIES:
Serves as liaison for Deputy City Manager with City Manager, department heads, other city officials, and the general public.
Develops memos in response to inquiries and data requests for Deputy City Manager’s signature. Prepares correspondence and council agenda forms; works from Dictaphone, shorthand notes, and rough drafts.
Serves as office manager for Public Services.
Plans, coordinates, and administers a broad range of office tasks and functions; maintains calendars and schedules appointments.
Plans, coordinates, and prepares Transportation Improvement Booklet; obtains
photographer, approves photographs, prints and binds booklets.
Coordinates food for entire work force during inclement weather; secures housing for out-of-town workers.
Maintains and tracks costs for large city contracts.
Pays Public Service bills; maintains contracts and pays bills for large accounts in all divisions of Public Services.
Assists the Assistant Director of Public Services with preparation of budget and capital
improvements; tracks and sends out lot leases for Hazardous Mitigation Lots.
Plans and coordinates special events such as the Buckhorn Reservoir Grand Opening,
Neighborhood Meetings or City receptions.
Oversees and approves contracted outside services; assists purchasing agent in the qualifying of vendors; prepares and approves purchase orders, requisitions, and travel expenditure reports.
Attends meetings and takes minutes.
Works extended hours during inclement weather and emergencies.
Coordinates Public Services Records Management Program per Municipal Retention and Disposition Schedule.
Performs other related duties as assigned.
KNOWLEDGE REQUIRED BY THE POSITION:
Knowledge of modern office practices and procedures.
Knowledge of the operations and functions of city departments.
Knowledge of city and department policies and procedures.
Knowledge of correct grammar and usage.
Skill in planning and organizing work independently.
Skill in performing multiple duties simultaneously.
Skill in operating a computer, typewriter, calculator, copier, and facsimile machine.
Skill in interpersonal relations.
Skill in oral and written communication.
SUPERVISORY CONTROLS:  The Deputy City Manager – Operations and Public Services assigns work in terms of general instructions.   Completed work is spot-checked for accuracy, compliance with procedures, and the nature and propriety of final results.
GUIDELINES:  Guidelines include city and department policies and procedures, grant and loan guidelines, and city codes and ordinances.  These guidelines are generally clear and specific but may require some interpretation in application.
COMPLEXITY:  The work consists of related administrative and secretarial duties.
SCOPE AND EFFECT:  The purpose of this position is to provide administrative and secretarial support to the Deputy City Manager.  Successful performance in this position facilitates department operations, and affects the image of the city.
PERSONAL CONTACTS:  Contacts are typically with department heads, co-workers, other city employees, elected officials, government and private agency representatives, and the general public.
PURPOSE OF CONTACTS:  Contacts are typically to give and exchange information, resolve problems, and provide services.
PHYSICAL DEMANDS:  The work is typically performed while sitting, standing, bending, crouching, or stooping.  The employee occasionally lifts light objects, uses tools or equipment requiring a high degree of dexterity, and must distinguish between shades of color.
WORK ENVIRONMENT:  The work is typically performed in an office.
SUPERVISORY AND MANAGEMENT RESPONSIBILITY:  This position has direct supervision over Office Assistant (1).
MINIMUM QUALIFICATIONS:
Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.
Experience sufficient to thoroughly understand the work of subordinate positions to be able to answer questions and resolve problems, usually associated with one to three years experience or service.