Executive Administrative Assistant to the Mayor
Macedonia, OH Macedonia, OH Full-time Full-time $23.
93 - $42.
10 an hour $23.
93 - $42.
10 an hour 7 days ago 7 days ago 7 days ago Job Summary The Executive Assistant to the Mayor serves as office manager for the Mayor's Office and is responsible for providing a wide array of complex, diverse, and confidential clerical and administrative support services to the Mayor.
These services are provided in a highly sensitive, demanding, political and rapidly-changing environment which frequently involves City-wide issues, and involves interaction with elected officials, constituents, and representatives from a wide variety of community, civil, and business groups, City management staff and others on complex and sensitive matters.
Functions as City's primary Public Records custodian.
Required Minimum Qualifications Requires a High School education plus a minimum of at least five (5) years of increasing responsible administrative and support experience in a public agency; or a combination of education, training and experience necessary to perform the job.
Required to obtain and maintain a notary public certification.
Employee cannot pose a threat to themselves or others.
Essential Duties and
Responsibilities:
(The essential duties and responsibilities listed below are intended only as illustrations of the various types of work that may be performed.
The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment of the position.
All duties and responsibilities are provided under the supervision and direction of the Mayor).
Clerical & Administrative Support Scheduling:
Serves as office manager for the Mayor's Office.
Provides administrative support to the Mayor and Mayor's staff.
Maintains and updates calendars for the Mayor.
Receives and screens requests, coordinates, arranges and confirms meetings, appointments, social engagements and community/intergovernmental events.
Responds to mail and email inquiries regarding a variety of City matters.
Plans and makes logistical arrangements and serves as host for a variety of mayoral events, such as the annual State-of-the-City address.
Communications:
Processes communications from constituents and others for the Mayor's Office, including receiving and screening visitors, telephone calls, mail, e-mail, and facsimiles.
Acts as a liaison between the Mayor's Office and other departments, individuals and entities.
Reviews, determines the priority of and routes assigned incoming correspondence.
Refers issues to appropriate City personnel for resolution as needed.
Coordinates and utilizes the City's e-messenger, the City's website, and other approved social media platforms to disseminate information to constituents.
Provides information, responds to requests for information, and follow-up communication on issues that require sensitivity and sound independent judgment.
Documentation:
Drafts, processes and files correspondence, memoranda, agenda items, reports, proclamations, presentations, forms and other documents as needed.
Proofreads and ensures that documents issued by the Mayor's Office are accurate, complete and conform to Mayor's Office standards, policies and procedures.
Open, sorts and distributes mail.
Ensures materials, reports and documents for signature are accurate and complete.
Receives and processes requests for legislation.
Assembles information, conducts and provides research for the preparation of records, correspondence and reports for the Mayor and staff for a variety of matters.
Prepares and processes requisitions, purchase orders and accounts payable requests.
Attends staff and other meetings as directed by the Mayor and prepares notes or minutes as required.
Supervision Provides day-to-day assistance and works with staff to ensure a high performance and a customer-service-oriented work environment that supports achieving the Mayor's objectives and service expectations.
Provides direction and participates in programs and activities that promote a positive staff working environment under the direction of the Mayor.
Tracks and coordinates all Board and Commission appointments and reappointments.
Supervises and manages Mayor's Office records.
Monitors budget balances.
Oversees the main City Hall reception area; approves posting boards and coordination of flyers and notices.
Supervises projects as needed.
Prepares and processes payroll and attendance records for the Mayor's Office.
Miscellaneous Performs notary public services as needed.
Performs other duties and carries out special projects as required by the Mayor.
Completes training as needed to maintain the knowledge, skills and abilities to perform the position.
Primary Public Records Custodian Functions as the City's primary public records custodian.
In this capacity, oversees the conspicuous posting of the City's Public Records policy and the processing of public record requests from intake to completion.
This includes, but is not limited to, assigning public record request numbers to all requests, coordinating with City department heads and other City personnel (and third-party contractors who may have obligations under the public records law) concerning record requests, tracking the progress of requests to assist in responses being provided within a reasonable time under the Ohio Public Records Act and consistent with City Public Records policy.
Delivers responsive records to requesters after the appropriate department(s) have provided any responsive records.
Responsible for contacting the City's Law Department for legal review of record requests and response on an as-needed basis.
Coordinates meetings of the City's Public Records Commission and works with the State of Ohio History Connection to ensure compliance with public record disposition in accordance with all rules, laws and regulations.
Further ensures compliance with appropriate record retention schedules, and keeps retention schedules up-to-date.
Coordinates annual community shred day.
Required Knowledge, Skills and Abilities:
Knowledge Knowledge of general office and administrative management practices and procedures, including document and file management; principles and practices of sound business communication.
Knowledge of City Charter and Codified Ordinances, as well as all City rules, policies, procedures and operating practices related to areas of responsibility.
Knowledge of functions of public agencies including the role of an elected Mayor, Council, the various City departments, appointed committees and boards; methods and practices of public administration including budgeting, purchasing, and public record maintenance.
Skills Proficient in computer software programs for word processing, creating and reading spreadsheets, and other computer functions.
Proficient with standard office equipment and routine office procedures such as answering phones, typing, performing basic math, writing skills for timely composing and preparing correspondence, taking notes and messages, preparing and maintaining accurate records.
Can timely produce accurate and concise records, reports and documents.
Clear, effective and persuasive communication skills, both orally and in writing.
Maintains tact, diplomacy and discretion for dealing with sensitive and confidential situations that concern internal and external parties.
Understanding and experience with social media posting and management.
Abilities Able to maintain the skills needed to perform the position.
Able to prioritize tasks and complete tasks in a timely manner.
Able to manage multiple and rapidly changing priorities to meet the needs and expectations of the Mayor in interactions with other elected and appointed officials, constituents, and various public and private individuals and entities.
Able to represent the Mayor effectively in meetings and interactions in person, by telephone, email and social media as directed.
Able to establish and maintain highly effective working relationships with the Mayor, City Council members, other elected and appointed officials, committee members, department heads and managers, staff, residents, representatives of civic and community groups, the media, the public and others encountered in the course of performing job duties.
Able to understand and maintain confidentiality, exercise sound judgment and make effective decisions.
Ability to provide effective supervision.
Work Environment The position is performed under typical office conditions requiring managing multiple tasks and handling frequent interruptions.
Occasionally attend meetings and events on behalf of the Mayor outside of regular work hours, in evenings and on weekends.
Physical Demands The employee is regularly required to sit, bend, stand and walk; talk or hear, both in person and telephone; use hands to utilize computers and standard business/office equipment; and reach with hands and arms.
Specific vision abilities required by this job include close vision and ability to adjust focus.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
93 - $42.
10 an hour $23.
93 - $42.
10 an hour 7 days ago 7 days ago 7 days ago Job Summary The Executive Assistant to the Mayor serves as office manager for the Mayor's Office and is responsible for providing a wide array of complex, diverse, and confidential clerical and administrative support services to the Mayor.
These services are provided in a highly sensitive, demanding, political and rapidly-changing environment which frequently involves City-wide issues, and involves interaction with elected officials, constituents, and representatives from a wide variety of community, civil, and business groups, City management staff and others on complex and sensitive matters.
Functions as City's primary Public Records custodian.
Required Minimum Qualifications Requires a High School education plus a minimum of at least five (5) years of increasing responsible administrative and support experience in a public agency; or a combination of education, training and experience necessary to perform the job.
Required to obtain and maintain a notary public certification.
Employee cannot pose a threat to themselves or others.
Essential Duties and
Responsibilities:
(The essential duties and responsibilities listed below are intended only as illustrations of the various types of work that may be performed.
The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment of the position.
All duties and responsibilities are provided under the supervision and direction of the Mayor).
Clerical & Administrative Support Scheduling:
Serves as office manager for the Mayor's Office.
Provides administrative support to the Mayor and Mayor's staff.
Maintains and updates calendars for the Mayor.
Receives and screens requests, coordinates, arranges and confirms meetings, appointments, social engagements and community/intergovernmental events.
Responds to mail and email inquiries regarding a variety of City matters.
Plans and makes logistical arrangements and serves as host for a variety of mayoral events, such as the annual State-of-the-City address.
Communications:
Processes communications from constituents and others for the Mayor's Office, including receiving and screening visitors, telephone calls, mail, e-mail, and facsimiles.
Acts as a liaison between the Mayor's Office and other departments, individuals and entities.
Reviews, determines the priority of and routes assigned incoming correspondence.
Refers issues to appropriate City personnel for resolution as needed.
Coordinates and utilizes the City's e-messenger, the City's website, and other approved social media platforms to disseminate information to constituents.
Provides information, responds to requests for information, and follow-up communication on issues that require sensitivity and sound independent judgment.
Documentation:
Drafts, processes and files correspondence, memoranda, agenda items, reports, proclamations, presentations, forms and other documents as needed.
Proofreads and ensures that documents issued by the Mayor's Office are accurate, complete and conform to Mayor's Office standards, policies and procedures.
Open, sorts and distributes mail.
Ensures materials, reports and documents for signature are accurate and complete.
Receives and processes requests for legislation.
Assembles information, conducts and provides research for the preparation of records, correspondence and reports for the Mayor and staff for a variety of matters.
Prepares and processes requisitions, purchase orders and accounts payable requests.
Attends staff and other meetings as directed by the Mayor and prepares notes or minutes as required.
Supervision Provides day-to-day assistance and works with staff to ensure a high performance and a customer-service-oriented work environment that supports achieving the Mayor's objectives and service expectations.
Provides direction and participates in programs and activities that promote a positive staff working environment under the direction of the Mayor.
Tracks and coordinates all Board and Commission appointments and reappointments.
Supervises and manages Mayor's Office records.
Monitors budget balances.
Oversees the main City Hall reception area; approves posting boards and coordination of flyers and notices.
Supervises projects as needed.
Prepares and processes payroll and attendance records for the Mayor's Office.
Miscellaneous Performs notary public services as needed.
Performs other duties and carries out special projects as required by the Mayor.
Completes training as needed to maintain the knowledge, skills and abilities to perform the position.
Primary Public Records Custodian Functions as the City's primary public records custodian.
In this capacity, oversees the conspicuous posting of the City's Public Records policy and the processing of public record requests from intake to completion.
This includes, but is not limited to, assigning public record request numbers to all requests, coordinating with City department heads and other City personnel (and third-party contractors who may have obligations under the public records law) concerning record requests, tracking the progress of requests to assist in responses being provided within a reasonable time under the Ohio Public Records Act and consistent with City Public Records policy.
Delivers responsive records to requesters after the appropriate department(s) have provided any responsive records.
Responsible for contacting the City's Law Department for legal review of record requests and response on an as-needed basis.
Coordinates meetings of the City's Public Records Commission and works with the State of Ohio History Connection to ensure compliance with public record disposition in accordance with all rules, laws and regulations.
Further ensures compliance with appropriate record retention schedules, and keeps retention schedules up-to-date.
Coordinates annual community shred day.
Required Knowledge, Skills and Abilities:
Knowledge Knowledge of general office and administrative management practices and procedures, including document and file management; principles and practices of sound business communication.
Knowledge of City Charter and Codified Ordinances, as well as all City rules, policies, procedures and operating practices related to areas of responsibility.
Knowledge of functions of public agencies including the role of an elected Mayor, Council, the various City departments, appointed committees and boards; methods and practices of public administration including budgeting, purchasing, and public record maintenance.
Skills Proficient in computer software programs for word processing, creating and reading spreadsheets, and other computer functions.
Proficient with standard office equipment and routine office procedures such as answering phones, typing, performing basic math, writing skills for timely composing and preparing correspondence, taking notes and messages, preparing and maintaining accurate records.
Can timely produce accurate and concise records, reports and documents.
Clear, effective and persuasive communication skills, both orally and in writing.
Maintains tact, diplomacy and discretion for dealing with sensitive and confidential situations that concern internal and external parties.
Understanding and experience with social media posting and management.
Abilities Able to maintain the skills needed to perform the position.
Able to prioritize tasks and complete tasks in a timely manner.
Able to manage multiple and rapidly changing priorities to meet the needs and expectations of the Mayor in interactions with other elected and appointed officials, constituents, and various public and private individuals and entities.
Able to represent the Mayor effectively in meetings and interactions in person, by telephone, email and social media as directed.
Able to establish and maintain highly effective working relationships with the Mayor, City Council members, other elected and appointed officials, committee members, department heads and managers, staff, residents, representatives of civic and community groups, the media, the public and others encountered in the course of performing job duties.
Able to understand and maintain confidentiality, exercise sound judgment and make effective decisions.
Ability to provide effective supervision.
Work Environment The position is performed under typical office conditions requiring managing multiple tasks and handling frequent interruptions.
Occasionally attend meetings and events on behalf of the Mayor outside of regular work hours, in evenings and on weekends.
Physical Demands The employee is regularly required to sit, bend, stand and walk; talk or hear, both in person and telephone; use hands to utilize computers and standard business/office equipment; and reach with hands and arms.
Specific vision abilities required by this job include close vision and ability to adjust focus.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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