Description

POSITION TITLE: Executive Administrative Assistant – Office of the City Manager

DEPARTMENT: General Administration

RATE CLASS: Non-Exempt

REPORTS TO: City Manager

SHIFT: 8AM-5PM, M-F (May be changed at the discretion of the City of Freeport)

EDUCATION: A High School diploma or equivalent is required. An Associate's or Bachelor's degree in Business Administration, Public Administration, Communications, or a related field is preferred. Three (3) to five (5) years of progressively responsible administrative experience is required. At least two (2) years of experience providing direct administrative support to senior management, executive leadership, or elected officials is required. Previous experience in a municipal or other governmental agency is preferred. Certification as a Notary Public, or the ability to obtain within three (3) months from the date of hire is required.

JOB SUMMARY: Under the direction of the City Manager, the Executive Administrative Assistant provides primary executive-level administrative support to the City Manager and serves as a professional extension of the Office of the City Manager. This position performs highly responsible and confidential duties requiring discretion, sound independent judgment, and the ability to manage sensitive information. The incumbent coordinates executive communications, manages the City Manager's calendar and workflow, prepares correspondence and briefing materials, and ensures timely follow-through on assignments directed to the City Manager's Office.

ESSENTIAL JOB FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

DUTIES & RESPONSIBILITIES:

Administrative Support

• Screen calls, visitors, and mail. Respond to requests for information and assistance from employees, citizens, and others.

• Receive and distribute all mail directed to the City Manager and process outgoing mail.
• Compose, type, and edit a variety of correspondence including reports, letters, and memoranda.
• Draft, proofread, and finalize executive correspondence, memoranda, reports, presentations, and briefing materials for the City Manager.
• Maintain the appointment schedule and extensive contact list for the City Manager, and arrange meetings, conferences, and civic functions (i.e., Chamber meetings, Rotary meetings, etc.). Coordinate activities with other City departments, the public and outside agencies.
• Initiate and maintain a variety of files and records for information related to the City Council and City Manager's office.
• Coordinate City Manager travel arrangements, prepare itineraries, and process requisitions for advance travel pay and reimbursements.
• Research, compile and analyze data for special projects and various reports.
• Process purchase orders, invoices, and payment requisitions as required for Council and the Administration Department.
• Coordinate communication between the City Manager, department directors, elected officials, and external stakeholders.
• Track assignments, requests, and follow-up items directed to the City Manager's Office to ensure timely completion.
• Maintain confidential personnel, legal, and executive documentation in accordance with applicable records retention requirements.

Deputy City Secretary

• Upon successful completion of training, serve as backup support to the City Secretary on a limited and as-needed basis as directed by the City Manager in the absence of the City Secretary. Duties may include assisting with agenda packet preparation, attending meetings and supporting statutory functions.

General Duties

• Serve as a certified Notary Public.
• Travel to attend meetings, conferences, and/or training as required.
• Perform other job-related duties as assigned by the City Manager.
• Regular, consistent, and punctual attendance for the assigned work hours is required.
• Occasional evening attendance at City Council meetings or official functions may be required.

OTHER DUTIES: This job description is intended to describe the general nature of work performed by the Executive Administrative Assistant and is not intended to be all-inclusive. All employees are expected to perform tasks as assigned by their supervisor; furthermore, working hours may be extended in times of necessity.

PHYSICAL/MENTAL REQUIREMENTS:

Physical: Maintain a Valid Class C Texas Driver's License, or possess the ability to obtain one within 90-days of hire, and be able to travel. Must be able to lift a minimum of 15 lbs. Must also be able to sit, stand, type, and/or write for extended periods of time.

Mental: Must maintain the ability to work well with others as well as the general public in a variety of situations. Must be able to multi-task, work under time constraints, problem solve, and prioritize. Must also be able to maintain confidentiality and resolve conflicts. This position requires the ability to make independent and sound judgments. Must be able to maintain a calm, professional demeanor in all interactions with employees and Directors.

All municipal employees will be expected to show and maintain a high level of initiative, enthusiasm, and motivation towards the improvement of ALL aspects of the Freeport community. Employees will also be expected to be available for work, to report to work in a dependable and timely fashion, and to be physically and mentally fit to do their assigned work.

• Must pass a drug analysis test, physical exam, and successfully complete a background check.

For more information, or to apply now, you must go to the website below. Please DO NOT email your resume to us as we only accept applications through our website.

https://freeporttx.applicantpro.com/jobs/4007387-1009056.html