Executive Assistant to City ManagerINTERNAL APPLICANTS ONLY

  • City of Galveston, TX
  • Galveston, Texas
  • Jan 01, 2022
Full Time Administration and Management
  • Salary: DOQ - USD

Job Description


Job Description
SUMMARY: Under general direction of the City Manager and Deputy City Manager, provides interactive support to City Departments in dealings with the City Manager’s Office. Responsible for providing highly complex administrative and management support for the City Manager and Deputy City Manager including special projects requiring a high level of analytical skills. Assists the City Manager and Deputy City Manager with most functions, including, but not limited to, time management, project management, research, communication, meeting and event planning, public relations, office management, and record keeping for official documents. Providing quality customer service and follow up with citizens; other duties include serving as liaison to various outside organizations.

ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

  • Assist the City Manager and Deputy City Manager with interdepartmental and intergovernmental programs; coordinates and provides insight regarding established processes, applications, and interprets and/or develops recommendations based on applicable City policies and rules.
  • Oversees and coordinates special projects and programs as assigned by establishing timelines for project implementation and completion, monitoring the progress of projects, conducting necessary research associated with special projects, communicating assignments to employees involved with project and communicating project status to the City Manager, and on some occasions acting as Project Team Leader for a project.
  • Drafts documents for the City Manager, Deputy City Manager, or as directed other executive staff, including, but not limited to, staff reports, resolutions, ordinances, requests for proposals and/or bid forms and specifications, contracts, grants, meeting agendas, and agenda requests.
  • Performs research, compiles and summarizes information on designated topics, and prepares and disseminates documents related to such topics; develops meaningful presentations and recommendations.
  • Responds to citizen complaints and requests for service.
  • Attends and participate in professional group meetings; stays abreast of new trends and innovations in various fields associated with the provision of City services.
  • Interacts in a professional and respectful manner with City staff, officials, other agencies, and the public.
  • Prepares letters and reports for the City Manager’s Office and City Council; performs other administrative tasks within the office including answering phones, purchasing equipment and office supplies, and greeting visitors.
  • Responds to and resolves difficult and sensitive complaints and inquiries from the public; prepares written responses; reviews with City Manager or Deputy City Manager as appropriate.
  • Performs additional related duties as assigned.
  • Employees may at any time be required to work in order to provide for the safety and well-being of the general public, including the delivery and restoration of vital services, in the event of an emergency.

KNOWLEDGE AND SKILLS:
Knowledge:
  • City organization, operations, policies, and procedures.
  • Principles and practices of modern office systems.
  • Records retention principles and practices.
  • Principles and practices of customer service.
  • Knowledge of payroll processing principles and practices.
  • Knowledge of contract administration.
  • Knowledge of basic bookkeeping/accounting principles and practices.
  • Knowledge of procurement/purchasing activities.
  • Knowledge of legal terminology.
  • Business and personal computers, and spreadsheet software applications.


Skill in:
  • Handling situations requiring diplomacy, fairness, firmness and sound judgment.
  • Providing efficient customer service.
  • Multi-tasking.
  • Time management.
  • Understanding and applying City policies and procedures.
  • Organizing and maintaining records.
  • Establishing and maintaining cooperative working relationships with all levels within the City.
  • Communicating effectively verbally and in writing.

MINIMUM QUALIFICATIONS:
Bachelor’s Degree in Business Management, Public Administration or related filed; AND three years of experience in advanced staff support; OR an equivalent combination of education and experience.

LICENSE AND CERTIFICATION:
PublicNotary.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT:
Work is performed in a standard office environment. May be required to lift and carry items weighing up to 10 pounds.


Closing Date/Time: June 30, 2022 at 11:59 PM CST

Job Address

Galveston, Texas United States View Map