Executive Assistant Job at Springdale, City of (AR) in Springdale
Springdale, City of (AR), Springdale, AR, United States, 72766
The incumbent is responsible for performing administrative tasks that support the efficient operation of the Administration Department. Duties include document preparation and distribution, recordkeeping, correspondence, and ensuring effective communication and information flow within and outside the Office. This position requires adaptability to frequent interruptions and the ability to manage confidential information, deadlines, schedules, and visitor interactions. A high level of professionalism, hospitality, and customer service must be maintained at all times.
Responsibilities
- Provide good customer service to both internal and external customers; maintain positive and effective working relationships with other City employees (especially members of their own team), and have regular and reliable attendance that is non-disruptive.
- Directly supervises two non-supervisory positions within the department. Carries out supervisory responsibilities in accordance with the City’s policies and applicable laws. Responsibilities include interviewing and training employees; planning, assigning, and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems.
- Administrative functions including drafting letters, memos, faxes, and proclamations for the Mayor, Chief of Staff, and the Deputy Chief of Staff.
- Responsible for gathering, preparing, and distributing the City Council Agenda and packet (electronic and paper versions); which includes ordinances, resolutions, and supporting documentation and ranges in size from 100 to over 200 pages. In addition, researching and drafting Resolutions and Ordinances for Mayor and City Council approval.
- Constituent Services to include assisting constituents with problems or concerns as they relate to City services. Answer questions and act as a liaison between City agencies and the community. Keep the Mayor, Chief of Staff, and Deputy Chief of Staff apprised of statuses of citizen complaints and corresponding resolutions.
- Oversee the preparation, and distribution of the Airport Commission Agenda and packet (electronic and paper versions); which includes ordinances, resolutions, and supporting documentation.
- Maintain a variety of files and records for the Mayor's office, including managing the city’s drop box information for all iPads issued to the Mayor, City Council Members and department directors, training and related issues related to the iPads, correspondence, and the resource materials for all city boards, commissions, and committees.
- Schedule public meetings, arrange for meals when necessary, and compose and publish public legal notices as required.
- Assist in administration of the City of Springdale website and updating City of Springdale website calendar, and review website monthly.
- Schedule appointments for Executive Team.
- Attend various functions with the Mayor as needed.
- Manage and monitor the public meeting room calendar.
- Manage board and commissions information including updated resumes, vacancies, and expiring terms.
- Perform other duties as required or assigned.
Qualifications
- High school diploma or GED plus specialized training and/or additional college courses and a minimum of 1 year of related experience and/or training; and a minimum of 12 to 18 months of management experience.
- Complete administrative assistant program/certification or possess equivalent experience.
- Ability to utilize both internal and external resources to obtain information and data necessary to carry out routine assignments and special projects.
- Must have the ability to establish and maintain effective working relationships with management and staff.
- Must possess strong computer skills including PDF Expert, management and implementation of information regarding drop-box software for iPads and other related devices.
- Must be able to present a pleasant and friendly professional demeanor.
- Must have a working knowledge or be willing to gain knowledge of each city department and the services they provide in order to connect the public with the department that can assist them.
- Must maintain a high degree of professionalism and confidentiality when dealing with sensitive and confidential matters.
- Ability to multi-task and work independently and in a group setting with minimal supervision.
- Must possess the ability to communicate effectively both orally and written often under fast paced conditions.
- Possess good judgment, good powers of observation, and memory.
- Ability to learn and perform technical processes to ensure workflow within the department.
- Ability to learn and interpret a variety of city, county, state and federal laws.
Must successfully pass criminal background check, including but not limited to convictions, guilty pleas, or no contest pleas to violent offenses, theft offenses, and offenses against children.