Executive Assistant to Exec. Director 25 Mar 13
CITY OF SCHERTZ - JOB DESCRIPTION
Position Job Title: Executive Assistant FLSA Status: Non-Exempt
to Executive Directors Revision Date: March 25, 2013
Department: City Managment Supersedes description
Division: (If applicable) dated: January 22, 2008
Supervisor’s Title: Assistant City
Managers
JOB SUMMARY: Responsible for performing a variety of highly responsible and
complex secretarial and administrative duties for the two (2) Executive
Directors; and will work specifically for the two (2) Executive Directors. This
will include providing assistance with day-to-day functions, including
answering phones, maintenance of daily calendar, development of
presentations and materials, and preparing responses to correspondence.
Research the verities of data for progress and projects from departments,
group, and citizens. Record minutes of meetings.
ESSENTIAL DUTIES AND RESPONSIBLITIES include the following. Other
duties may be assigned. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
Works closely with the Executive Directors in coordinating appointments
and/or meetings. Establishes effective working relationships including
relationships including City officials, management, staff employees and general
public; prioritizes work activities including scheduling, work processes, and
assigned tasks; screens calls, visitors and mail; responds to sensitive requests
for information and assistance; and assists in resolving citizen concerns;
schedules and coordinates activities; provides general information and
assistance to the public; initiates and maintains a variety of files and records
for information and performs related duties and fulfills responsibilities as
required.
The ideal candidate should have strong organizational and multi-tasking skills,
be attentive to detail, and possess strong written and verbal and
communication skills. The candidate should project a professional and
polished image, and possess strong people skills, with a demonstrated ability to
establish and maintain effective working relationships with various parties
contacted in the course of work (e.g. City officials, management, staff
employees, and the general public). The candidate will be expected to quickly
and efficiently perform responsible and difficult secretarial work using
independent judgment and personal initiative, and maintain confidentiality in
the handling of sensitive information.
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SUPERVISORY RESPONSIBILITIES (If supervisor position):
None
REQUIRED SKILLS, KNOWLEDGE AND ABILITIES (SKA'S) The requirements
listed below are representative of the skills, knowledge and abilities required.
Must have strong organization skills, with close attention to detail and must be
a self-starter. Must have excellent written and oral communication skills.
Work well under pressure. Performs multiple tasks simultaneously.
Demonstrated ability to maintain confidentiality and/or sensitive nature
appropriately Professionalism is essential to this position. Also required is
good judgment, patience, calm demeanor and the ability to handle vast
amounts of change. Proficient in Microsoft Office. Computer technology
includes knowledge of the Internet and E-Mail. Uses basic mathematical
functions for reports. Ability to synthesize and analyze data so that it is useful
and applicable to the decision making process. Knowledge of other software
programs is helpful.
MINIMUM EXPERIENCE AND TRAINING:
A minimum of 5 years previous experience as an Administrative Assistant or
Executive Assistant.
Experience in Municipal Government is a plus.
EDUCATION:
High School Diploma required.
CERTIFICATIONS, LICENSES, REGISTRATIONS:
Valid Texas Driver's License with an acceptable driving record is required.
EQUIPMENT AND MATERIALS:
Personal computer, laptop, printer, copier, telephone, fax, and cell phone.
WORK ENVIRONMENT: The work environment characteristics described here
are representative of those an employee encounters while performing the
essential functions of the job.
Office is a well-lighted climate controlled environoment; normally works a 40-
hour week.
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PHYSICAL DEMANDS:
Sitting at a computer and desk throughout the day; bending, lifting, filing in
file cabinets; carry laptop to various meeting locations. Setting up for meetings
as required, and handle presentation materials, paperwork and research.
See attached JOB PHYSICAL REQUIREMENTS
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CITY OF SCHERTZ
JOB PHYSICAL REQUIREMENTS
POSITION JOB TITLE: Executive Assistant for Assistant City Managers
DEPARTMENT: City Manager
REQUIREMENTS NONE AT THIS OCCASIONALLY FREQUENTLY CONTINUOUSLY
TIME (0% - 30%) 31% - 60%) (61% - 100%)
LIFING OR
CARRYING
0-10 lbs
11-25 lbs
26-50 lbs
51-100 lbs
100 + lbs
PUSHING OR
PULLING
0-10 lbs
11-25 lbs
26-50 lbs
51-100 lbs
100 + lbs
BODY POSITIONS
Standing
Walking
Running
Work on
irregular
surfaces
Sitting
BODILY
MOVEMENTS:
Bending/
Stooping
Squatting
Twisting
Reaching
Above:
Shoulders
Crawling
Kneeling
CLIMBING:
Stairs
Ladders
Ramps
Scaffolds
Rough Terrain
Utility Poles
WORK AT
ELEVATIONS
Up to 4 ft.
4 ft. - 12 ft.
Greater than
12 ft
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CITY OF SCHERTZ
JOB PHYSICAL REQUIREMENTS
POSITION JOB TITLE: Executive Assistant for Assistant City Managers
DEPARTMENT: City Manager
JOB-SPECIFIC HEARING REQUIREMENTS:
Normal hearing or correctible to normal hearing. Must be able to
communicate with citizens, City employees and professionals over the
telephone and in person.
JOB-SPECIFIC SIGHT REQUIREMENTS:
Normal vision or correctable to normal vision. Must be able to read
paperwork and computer screen.
JOB-SPECIFIC COMMUNICATIONS REQUIREMENTS (Written and Oral):
Ability to read/write the English language. Ability to comprehend
written or oral word. Ability to speak in a normal voice. Ability to
enunciate clearly the English language. Must exhibit the knowledge and
ability to effectively communicate orally with all levels of government
officials, citizens and staff. Must have the ability to independently
produce written reports, and correspondence, in clear and recognizable form
as needed. Must have the knowledge of or be able to learn and utilize
computer terminals and software.
OTHER PHYSICAL JOB-SPECIFIC REQUIREMENTS
(Fingers, Feet, Arms, Legs):
Ability to type either with fingers or use of mechanical devices.
Ability to move from place to place, either walking or with the use of
mechanical devices. Must be able to occasionally stand. Must have the
ability to move about the workplace, learn to operate various office machines
such as computer keyboard, printer, copy machine, fax machine and postage
machine. Periodic events may require extended working hours.
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