Executive Assistant

Salary range of $60,000 to $65,000 annually

Posting expires: 10/18/24

General Description and Classification Standards

This class coordinates complex administrative services within an assigned department. Performs and oversees technical and office administrative duties in support of the assigned Department Head. Serves as a liaison between an assigned department and other administrative and support departments, oversees support operations of large complex and or diverse city departments. May supervise clerical and other support staff; may be in charge of a specific area of assignment as directed by the Department Head.

This is an experienced skilled position that routinely works with the most challenging assignments; serves as a specialized subject matter expert in one or more specific areas; and guides the work of the following areas:

initiating policies; developing programs; maintaining communication links with senior management; planning and implementing community outreach activities; tracking regulations; researching funding opportunities; developing performance measures; providing direction on managerial or administrative policies and procedures, preparing productivity information and workload evaluations; and responding to public inquiries concerning City operations, policies or other activities.

Supervision Received

Works under minimal supervision by the Executive Director of Constituent Services and sets own work sequence and pace within process/department limitations.

Responsibilities

Essential Duties & Responsibilities These are typical responsibilities for this position and should not be construed as exclusive or all inclusive. May perform other duties as assigned. • Performs a wide variety of executive secretarial and administrative duties as required by daily operations within the assigned department. • Coordinates office activities and schedules; develops and recommends office policies, procedures and systems; ensures smooth office operations. • Assists in preparing speeches and news releases. • Researches and analyzes routine administrative projects for the Department Head. • Receives and screens all communications to the Department Head including telephone calls and email messages; provides assistance using independent judgment to determine messages that require priority attention; prioritizes and facilitates communication. • Prepares and reviews written communications and reports; drafts correspondence, schedules, memos, spreadsheets, and other documents from notes, dictation and other sources. • Independently responds to letters and general correspondence of a routine nature. Responds to inquiries, complaints, suggestions etc. from a variety of sources, both public and private. • Proofreads and edits documents for accuracy and format; distributes documents as instructed. • Serves as a liaison for the assigned department and other City Departments, divisions and outside agencies; negotiates and resolves significant issues. • Serves as a departmental representative on special projects, committees and tasks forces as assigned. • Makes travel arrangements for assigned Department Head; maintains appointment schedules and calendars; arranges meetings and conferences. • Provides follow up to assignments given to members of the management team by the Department Head and provides status reports. pertinent work. • Manages procurement items for the department in line with the assigned department budget; performs related duties and fulfills responsibilities as required.

Decision Making

Uses independent judgment and discretion including the handling of emergency situations, determining and deciding upon procedures to be implemented, setting priorities, maintaining standards and resolving problems.

Leadership Provided

Provides guidance and training as required to lower level employees, interns, temporary employees, etc.

Knowledge, Skills & Abilities

This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully. It is not an exhaustive list. • Good organizational, management, human relations, and technical skills. • Knowledge and skills in the use of computers. • Knowledge of management and administrative practices, policies and procedures as necessary in the completion of daily responsibilities. • Knowledge of all applicable laws, ordinances, policies, standards and regulations pertaining to the specific duties and responsibilities of the job. • Skill in communicating and interacting with subordinates, elected officials, management, employees, members of the general public and any other groups involved in the activities of the City. • Ability to develop and administer operations and staff plans and objectives; ability to develop and implement long-term goals in order to promote effectiveness and efficiency. • Ability to keep abreast of any changes in policy, methods, operations, budgetary and equipment needs, etc. as they pertain to operations and activities. • Ability to effectively communicate and interact with management, employees, members of the general public, and all other groups involved in the activities of the City. • Ability to assemble information and make written reports and documents in a concise, clear and effective manner. • Ability to use independent judgment and discretion including the handling of emergency situations, determining and deciding upon procedures to be implemented, setting priorities, maintaining standards, and resolving problems. • Ability to comprehend, interpret, and apply regulations, procedures, and related information. • Ability to read, understand and interpret reports and related materials. • Ability to handle

Minimum Qualifications Education and Experience • Bachelor's degree in business or public administration, or related field. • 5 years of management, public relations, communication, or related experience.

Preferred Education & Experience

Bachelor's degree in business or public administration, or related field and 5 years of management, public relations, communication, or related experience including 1-3 years supervisory and project management experience.

Licensures and Certifications

None required.

Essential Capabilities and Work Environment

Required physical, lifting, and sensory capabilities are requirements to perform the job successfully. Typical environmental conditions associated with job. It is the policy of the City of Atlanta (“COA”) that qualified individuals with disabilities are not discriminated against because of their disabilities regarding job application procedures, hiring, and other terms and conditions of employment. It is further the policy of the COA to provide reasonable accommodations to qualified individuals with disabilities in all aspects of the employment process. The COA is prepared to modify or adjust the job application process or the job or work environment to make reasonable accommodations to the known physical or mental limitations of the applicant or employee to enable the applicant or employee to be considered for the position he or she desires, to perform the essential functions of the position in question, or to enjoy equal benefits and privileges of employment as are enjoyed by other similarly situated employees without disabilities, unless the accommodation will impose an undue hardship. If reasonable accommodation is needed, please contact the Human Resources Director for your department. The City of Atlanta is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, color, religion, age, disability, sex, sexual orientation, ender identity, marital status, veteran’s status or national origin, or any other basis prohibited by federal, state, or local law. We value and encourage diversity in our workforce.

Closing Date/Time: 2024-10-18

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• City of Atlanta

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