City of Moab, UT
  • Moab, UT, USA
  • 22.06-29.20
  • Full Time

Health, Dental, Vision, Life, Wellness, Retirement, Gym & Aquatic Membership

Wage: $22.06/hr-$29.20/hr, depending on qualifications

General Purpose

With a considerable degree of independence, the Executive Administrative Assistant performs challenging administrative work in support of the City's core functions and processes. This position handles a variety of difficult, confidential, and specialized administrative and office support functions, creates and maintains specialized reports, records and files required in connection with department work processes, interacts with City personnel and the public regarding administrative and technical matters, and performs related duties as assigned.

The Executive Administrative Assistant possesses well-developed customer service skills and a demonstrated history of supporting and reinforcing an open-minded and solution-oriented staff response to customer needs. This individual has extensive experience understanding issues and problems from the customer's point of view and finding ways to address these issues and concerns while factoring in the broader needs of city government.

Reporting Relationships

The Executive Administrative Assistant reports directly to the City Manager but works closely with the Mayor and other city staff and officials as needed.

Supervision Exercised: N/A

Essential Functions

Executive support. The Executive Administrative Assistant supports the City's executive, administrative and other city staff in a variety of ways, by:

  • Maintaining the City Manager and Mayor's schedules;
  • Arranging appointments, meetings, and conferences both within the Administration Department and citywide, including setting up meeting rooms, making arrangements for food and supplies, and notifying meeting participants;
  • Coordinating and scheduling travel arrangements for various staff and elected officials;
  • Preparing and/or assembling meeting materials from rough notes, drafts, dictation, or oral instructions;
  • Occasionally composing correspondence, reports, and informational materials;
  • Proofreading and checking typed and other materials for accuracy, completeness and for compliance with policies and regulations;
  • Acting as a liaison with other departments, divisions, outside agencies, committees, or boards, and representing the Administration Department when assigned to do so.
  • Handling sensitive matters as they may develop in connection with management of the staff, including internal problems, citizen complaints, and confidential information.
  • Planning and implementing internal City and department events; and
  • Performing other administrative support functions for managers, supervisors, and staff.

General administrative support. The Executive Administrative Assistant is responsible for a variety of office management tasks, including:

  • Reviewing and coding departmental expenses and monitoring department budget balances;
  • Coordinating the disposition of all surplus city property through the council approval and auction processes;
  • Compiling data and providing other support and assistance in preparation of departmental budgets;
  • Collecting data from multiple sources and creating reports and documents to meet administrative and/or regulatory requirements;
  • Maintaining accurate, current inventories of equipment and/or supplies;
  • Performing purchasing duties for designated equipment, materials, supplies and/or services;
  • Preparing requisitions and purchase orders;
  • Coordinating and /or conducting office or citywide trainings as needed on a one on one or group basis; and
  • Overseeing and maintaining the electronic door system program as well as the citywide telephone system.

Constituent contact. The Executive Administrative Assistant is frequently the first line of contact for constituents who are hoping to resolve issues, find out information, or file complaints with the City, meaning that this position:

  • Interacts with the public on technical and/or sensitive matters in a professional and positive manner;
  • Manages the City's constituent response management system, including:
    • Receiving and screening visitors and/or telephone calls;
    • Providing general and specialized information regarding departmental functions, City policies, rules, and procedures;
    • Skillfully handling complaints and inquiries;
    • Researching and responding to requests when possible, and referring complaints and requests to other staff when warranted; and
    • Closely tracking citywide constituent interfacing using appropriate software.
  • Processes daily all incoming and outgoing mail and deliveries and distributes same to appropriate departments; and
  • Assists with digital and traditional communication methods, such as social media, newspaper advertising, and mailers.

Special event coordination. The Executive Administrative Assistant also manages the City's special events permitting process, which includes the following:

  • Coordinating, facilitating, and communicating with all members of the special events team including the organizer of the event and outside affected entities such as Grand County, the Moab Area Travel Council, and others as needed;
  • Scheduling and maintaining communication with organizers and those on the City staff who participate in special events such as police, public works etc.;
  • Assisting with developing policies and procedures that serve as the governing rules for conducting events, including updating event policies and procedures, application forms, and information pamphlets;
  • Determining costs of city services and informs applicants of various costs, regulations, legal guidelines, and event processes;
  • Assisting with coordinating City-sponsored special events and advising applicants about effective strategies to minimize costs and maximize results;
  • Preparing Special Event Agenda Summaries and packet materials for the City Council; and
  • Following up with event organizers to debrief and understand how the event went for the City as well as the organizer.

Other duties. As part of a small team of employees who by necessity have to cross-train and act as backups to each other, the Executive Administrative Assistant may on occasion provide backup support and assistance to other departmental administrative support staff.

Education and Experience

  • This position requires an Associate's Degree in Business or a related field of study; or three years of increasingly responsible administrative or secretarial experience.
  • Experience in a government setting is highly desirable, particularly that which is specific to municipal organizations, ordinances, rules, policies, and procedures.

Required Knowledge, Skills, and Abilities

The Executive Administrative Assistant must have, or be able to develop quickly, a working knowledge of:

  • Office administration practices and procedures;
  • Principles and practices of sound business communication;
  • Correct English usage, including spelling, grammar, and punctuation;
  • Advanced uses of word processing, spreadsheet, database, and other standard software to create complex documents and materials requiring the interpretation and manipulation of data;
  • Standard budgeting, recordkeeping, filing and purchasing practices and procedures;
  • City organization, ordinances, rules, policies, and procedures applicable to departmental operations; and
  • The City's personnel policies and procedures.

Knowledge of and experience with Google Apps for Business is strongly preferred.

Work Environment and Physical Demands

Employees work under typical office conditions, and the noise level is usually quiet.

While performing the duties of this job, employees are regularly required to sit, walk and stand; talk or hear, both in person and by telephone: use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds.

While performing the duties of this job, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and complex office administrative problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with City managers, staff, customers, the public and others encountered in the course of work.

Selection Guidelines

A formal application and resume are required; finalists will interview with the appropriate hiring authority as designated by the city council. Applicant must pass a pre-employment drug test and background check, and upon employment, must possess a valid Utah driver's license.

City of Moab, UT
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