Executive Assistant Job at Idaho Staffing in Pocatello

Executive Assistant

The Executive Assistant independently and routinely performs complex and advanced administrative and secretarial duties, typically supporting a City Department Head and relating directly to major departmental functions with limited instruction. The position performs or leads a variety of projects as assigned, researches solutions independently to special issues or problems, manages the daily administrative operations of a departmental office, and supervises clerical support staff. The job involves the use of a variety of computer operations and/or specialized software to complete daily assignments, perform data entry and data analysis, utilize desktop publishing, prepare for meetings and presentations, and maintain accurate and complete records. The work may be highly specialized and absolute confidentiality is essential. The Executive Assistant performs advanced secretarial duties and supervises assigned staff; coordinates and manages departmental administrative functions and daily workflow, gives direction and delegates work, prepares the work schedule, processes leave requests, responds to questions or unusual situations, and evaluates staff work and prepares performance evaluations. The job requires working within a political arena, handling sensitive information and maintaining confidentiality, and establishing and maintaining cooperative working relationships with elected officials, businesses, other City employees, other organizations, the public and news media, and ensuring appointments are made and kept with constant interruptions and schedule changes. The job requires in-depth knowledge of the organization in order to manage multiple projects and interpret, apply and implement policies and procedures to accomplish the mission of the organizations. The work is performed with considerable latitude allowed for independent judgment and initiative and attention to professionalism, consequences, and potential loss of trust from the community. The job requires the ability to maintain a collaborative and cooperative working relationship with elected and appointed officials, other City employees, other organizations, and the general public. The job differs from the Management Assistant classification in the level and scope of responsibility, diversity of job duties, supervisory responsibility and advanced secretarial support to a City Department Head. The Executive Assistant works in a general office environment where noise is moderate.

Essential Duties and Responsibilities:

• Provides technical administrative support to a Department Head performing such tasks as developing, formatting and typing a variety of executive, sensitive, confidential, and official documents.
• Audits processes and recommends department operating policy changes and works with manager to implement same.
• Prepares and monitors the department budget, completes forecasting for budget planning, and may develop financial procedures. Manages and administers the departments administrative functions and staff.
• Performs special projects as assigned. Coordinates related work. Prepares reports.
• Answers inquiries and provides information to the public, other City departments, businesses and private individuals. Prepares and presents reports and information to the public.
• Performs other duties as assigned. Nothing in this job description restricts managements right to assign or reassign duties and responsibilities to this position at any time.
• Performs all work duties and activities in accordance with City policies, procedures, and safety practices.

Acceptable Experience, Training, Licenses and/or Certifications:

• Bachelors Degree in Political Science or Business Administration; or
• Ten (10) years related experience in a governmental environment with two (2) years experience in supervision;
• Preferred two (2) years experience with special project assignments. An equivalent combination of education and experience that provides the required skills, knowledge and abilities to successfully perform the essential functions of the position may be considered.

Classification Requirements:

The requirements listed below are representative of the minimum knowledge, skill, and/or ability required for an individual to satisfactorily perform each essential duty satisfactorily and be successful in the position.

*Knowledge of:

• Customer service principles and procedures;
• Supervisory, evaluation, and employee training methods;
• Bookkeeping and accounting methods;
• Principles and procedures of record keeping and reporting;
• Modern office functions, management, processes and procedures;
• Operation of standard office equipment and a personal computer and job-related software applications for word processing, spreadsheets, desktop publishing and other required applications.