Senior Executive Assistant
Gfoat, Granite Heights, WI, United States
Responsible for providing highly complex administrative support for the City Council and City Manager’s Office.
ESSENTIAL FUNCTIONS
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
DUTIES
Coordinate City Council and City Manager activities, including but not limited to, appointments, calendars, mail logs, communications, speaking requests, and draft correspondence.
Facilitate travel registration and arrangements for the City Council and City Manager; prepare and process associated travel expense forms.
Hold confidential and sensitive information in strict confidence and ensure appropriate authorization is obtained prior to disclosing information.
Facilitate flow of information and follow-up between the City Council, City Manager, and other internal and external stakeholders.
Serve as a first point of contact for the department office; screen telephone calls, incoming correspondence and direct and/or guide visitors to their destination.
Represent and answer questions on behalf of the City Council and City Manager, as directed.
Maintain update to date knowledge and understanding of the City processes, policies, procedures, and personnel.
Investigate internal and external stakeholder concerns; perform research for issues, coordinates and facilitates necessary actions to resolve concern as appropriate; when necessary, communicate directly for identification of service needs and address concern with appropriate written, verbal, or in-person follow-up.
Produce, proofread, maintain, revise, and verify data for division documents; prepare agenda items, letters, reports, charts, proposals, memoranda, presentations, minutes, resolutions, and other related materials, as directed, or needed by leader.
Maintain the accuracy and security of personnel records, reports, and meeting minutes.
Perform record keeping duties to assure fiscal and administrative control of department activities; ensure data accuracy and compliance.
SUPERVISORY/BUDGET RESPONSIBILITIES
None.
OTHER DUTIES
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
SAFETY
Perform preventive maintenance on tools and equipment; ensure equipment is in safe operating condition.
Follow established safety procedures and techniques to perform job duties, including lifting and climbing; operate tools and equipment according to established safety procedures.
Promptly report unsafe conditions in the work area and/or any conditions that are not immediately correctable to the supervisor.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS
Safety Sensitive (Subject to random drug testing): No.
Tools/Equipment Used: Standard office equipment, including computer and peripherals.
Posture: Prolonged sitting and standing; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.
Motion: Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.
Lifting: Lifting no more than 20 pounds and carrying up to 10 pounds.
Environment: Works in an office setting; occasionally requires irregular and/or prolonged hours.
Travel: Travels to City of Denton buildings and professional meetings as required.
Attendance: Regular and punctual attendance at the worksite is required for this position. After hours and evening work may be required.
Mental Demands: Maintains emotional control under stress; works with frequent interruptions.
CORE VALUES
Inclusive
Collaborative
Service-Oriented
Strategically Focused
Fiscally Responsible
TOP TIER BENEFITS
Medical, dental, and vision coverage in addition to life and disability insurance plans
Employee Health Clinic
Paid Vacation Days and Paid Holidays
Retirement Plan
EEO STATEMENT
The City of Denton is an equal opportunity employer. It is the City of Denton’s policy to prohibit discrimination and harassment of any type and to afford equal employment opportunities to employees and applicants without regard to any protected class, status, characteristic, or activity. All employment decisions, including decisions regarding recruitment, selection, hiring, compensation, benefits, training, advancement, discipline, discharge, and other terms, conditions, and privileges of employment are made without regard to any lawfully protected class, status, characteristic, or activity.
ADA/EOE/ADEA
This job description is not an employment agreement, contract agreement, or contract. Management has the exclusive right to alter this job description at any time without notice.
E-VERIFY
The City of Denton participates in the federal E-Verify program in order to verify a new employee's authorization to work in the United States. Applicants must be lawfully authorized to work in the U.S.
EDUCATION, EXPERIENCE, AND LICENSES/CERTIFICATIONS
Associate’s Degree from an accredited college or university in Secretarial Science or related field; and,
Four (4) years’ experience in a secretarial position with public contact, discretionary decision-making, handling confidential matters, or related field,
OR
Any combination of related education, experience, certifications, and licenses that will result in a candidate successfully performing the essential functions of the job.
REQUIRED SKILLS/ABILITIES
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required: Knowledge of City of Denton policies, processes, and procedures.
Knowledge of office procedures and standard office equipment.
Skill in analyzing, researching, and compiling data and thoughts to solve problems.
Skill at the intermediate level, working with applicable Microsoft Office 365, and other software systems to complete work.
Skill in providing exceptional service to internal and external customers.
Highly skilled at a professional level, in writing, including the use of language, grammar and punctuation.
Ability to work independently to manage multiple work tasks while balancing competing priorities with attention to detail and in a fast-paced environment.
Ability to establish and maintain effective interpersonal relationships.
Ability to accurately prepare and maintain records, files, and reports.
Ability to manage confidential and sensitive information, records, and situations with discretion.
Ability to handle difficult and stressful situations with professional composure and confidentiality.
Ability to communicate effectively, both in oral and written forms, for the needs of the audience.
Ability to understand, interpret, and apply rules, policies, and procedures operations.
Ability to monitor expenditures to ensure fiscal control and budget compliance.
CONDITIONS OF EMPLOYMENT
Must pass a drug test, criminal history background check, and social security number verification.
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ESSENTIAL FUNCTIONS
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
DUTIES
Coordinate City Council and City Manager activities, including but not limited to, appointments, calendars, mail logs, communications, speaking requests, and draft correspondence.
Facilitate travel registration and arrangements for the City Council and City Manager; prepare and process associated travel expense forms.
Hold confidential and sensitive information in strict confidence and ensure appropriate authorization is obtained prior to disclosing information.
Facilitate flow of information and follow-up between the City Council, City Manager, and other internal and external stakeholders.
Serve as a first point of contact for the department office; screen telephone calls, incoming correspondence and direct and/or guide visitors to their destination.
Represent and answer questions on behalf of the City Council and City Manager, as directed.
Maintain update to date knowledge and understanding of the City processes, policies, procedures, and personnel.
Investigate internal and external stakeholder concerns; perform research for issues, coordinates and facilitates necessary actions to resolve concern as appropriate; when necessary, communicate directly for identification of service needs and address concern with appropriate written, verbal, or in-person follow-up.
Produce, proofread, maintain, revise, and verify data for division documents; prepare agenda items, letters, reports, charts, proposals, memoranda, presentations, minutes, resolutions, and other related materials, as directed, or needed by leader.
Maintain the accuracy and security of personnel records, reports, and meeting minutes.
Perform record keeping duties to assure fiscal and administrative control of department activities; ensure data accuracy and compliance.
SUPERVISORY/BUDGET RESPONSIBILITIES
None.
OTHER DUTIES
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
SAFETY
Perform preventive maintenance on tools and equipment; ensure equipment is in safe operating condition.
Follow established safety procedures and techniques to perform job duties, including lifting and climbing; operate tools and equipment according to established safety procedures.
Promptly report unsafe conditions in the work area and/or any conditions that are not immediately correctable to the supervisor.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS
Safety Sensitive (Subject to random drug testing): No.
Tools/Equipment Used: Standard office equipment, including computer and peripherals.
Posture: Prolonged sitting and standing; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.
Motion: Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.
Lifting: Lifting no more than 20 pounds and carrying up to 10 pounds.
Environment: Works in an office setting; occasionally requires irregular and/or prolonged hours.
Travel: Travels to City of Denton buildings and professional meetings as required.
Attendance: Regular and punctual attendance at the worksite is required for this position. After hours and evening work may be required.
Mental Demands: Maintains emotional control under stress; works with frequent interruptions.
CORE VALUES
Inclusive
Collaborative
Service-Oriented
Strategically Focused
Fiscally Responsible
TOP TIER BENEFITS
Medical, dental, and vision coverage in addition to life and disability insurance plans
Employee Health Clinic
Paid Vacation Days and Paid Holidays
Retirement Plan
EEO STATEMENT
The City of Denton is an equal opportunity employer. It is the City of Denton’s policy to prohibit discrimination and harassment of any type and to afford equal employment opportunities to employees and applicants without regard to any protected class, status, characteristic, or activity. All employment decisions, including decisions regarding recruitment, selection, hiring, compensation, benefits, training, advancement, discipline, discharge, and other terms, conditions, and privileges of employment are made without regard to any lawfully protected class, status, characteristic, or activity.
ADA/EOE/ADEA
This job description is not an employment agreement, contract agreement, or contract. Management has the exclusive right to alter this job description at any time without notice.
E-VERIFY
The City of Denton participates in the federal E-Verify program in order to verify a new employee's authorization to work in the United States. Applicants must be lawfully authorized to work in the U.S.
EDUCATION, EXPERIENCE, AND LICENSES/CERTIFICATIONS
Associate’s Degree from an accredited college or university in Secretarial Science or related field; and,
Four (4) years’ experience in a secretarial position with public contact, discretionary decision-making, handling confidential matters, or related field,
OR
Any combination of related education, experience, certifications, and licenses that will result in a candidate successfully performing the essential functions of the job.
REQUIRED SKILLS/ABILITIES
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required: Knowledge of City of Denton policies, processes, and procedures.
Knowledge of office procedures and standard office equipment.
Skill in analyzing, researching, and compiling data and thoughts to solve problems.
Skill at the intermediate level, working with applicable Microsoft Office 365, and other software systems to complete work.
Skill in providing exceptional service to internal and external customers.
Highly skilled at a professional level, in writing, including the use of language, grammar and punctuation.
Ability to work independently to manage multiple work tasks while balancing competing priorities with attention to detail and in a fast-paced environment.
Ability to establish and maintain effective interpersonal relationships.
Ability to accurately prepare and maintain records, files, and reports.
Ability to manage confidential and sensitive information, records, and situations with discretion.
Ability to handle difficult and stressful situations with professional composure and confidentiality.
Ability to communicate effectively, both in oral and written forms, for the needs of the audience.
Ability to understand, interpret, and apply rules, policies, and procedures operations.
Ability to monitor expenditures to ensure fiscal control and budget compliance.
CONDITIONS OF EMPLOYMENT
Must pass a drug test, criminal history background check, and social security number verification.
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