City of Enid

  • Administration Executive Assistant

    Deadline for Applications
    5/29/2018
    Employee Group
    M-C
    Work Schedule
    Typically Monday through Friday 8:00am to 5:00pm
    Type
    Regular Full-Time
    Min
    USD $14.22/Hr.
    Department
    100 Administration
  • Position Description

     

     

    POSITION DESCRIPTION

     

    POSITION TITLE:  Executive Assistant             DEPARTMENT:  Administration           

     

    POSITION CODE:  22-325                                             FLSA STATUS:  Non-Exempt

     

    POSITION REPORTS TO: City Manager                        POSITIONS SUPERVISED: None.                                

    BLS COMPARABLE:  43-6011, Executive Secretaries & Administrative Assistants

     

    Leadership:  Provides co-worker leadership to others through motivation, team building,

    and providing feedback.     

    CONDITIONS OF EMPLOYMENT:

     

    • Subject to post offer, pre-employment drug screen.
    • Subject to a pre-employment criminal background check.
    • Keyboarding speed at 65 wpm.
    • Advanced Excel & Word skills.
    • English proficiency.
    • Possession of a valid driver's license with an acceptable driving record.

     

    POSITION PURPOSE: To provide clerical support and customer service to the general public in matters involving the efficient operation of the City of Enid Administration.

     

    ESSENTIAL FUNCTIONS AND BASIC DUTIES

    • Manage and maintain City Manager’s schedule and make travel arrangements for city commission and staff.
    • Prepare and distribute City of Enid Council and various committee agendas and make arrangements for committee, board, and other meetings.
    • Serve as clerical support to various adminstrative personnel and committees, attend meetings, and take detailed minutes.
    • Open, sort, and distribute incoming correspondence, including faxes and email. Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
    • Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
    • Coordinate meetings for various departments, including the scheduling of conference rooms and maintenance of the scheduling calendar.  Coordinate meals and dinners for commision and other specific meetings, including the ordering of and shopping for food.
    • File and retrieve documents, records, and reports.
    • Provide customer service by greeting visitors, answering questions or responding to complaints, taking messages, and determining access to specific individuals.
    • Prepare responses to correspondence containing routine inquiries.
    • Perform general office duties such as ordering supplies, maintaining records management systems, performing basic bookkeeping work and basic internet research.
    • Assist in data entry and formatting final preparation of the annual budget, including proofreading and checking all figures.
    • Assist the Mayor in planning, organizing, and decorating for receptions and special events.
    • Bill NORCE for utilities.
    • Maintain confidentiality of records, including but not limited to private health information.
    • Provide assistance to other departments as needed.
    • Perform other duties as required.

     

    PERFORMANCE MEASUREMENTS

    • The City of Enid Administration runs smoothly and efficiently.
    • Excellent customer service is provided to the public. Phones are answered and patrons are appropriately assisted.
    • Agendas are prepared accurately and in a timely manner.
    • Supply orders are placed in a timely and efficient manner.  Administrative staff has the materials they need to perform their jobs adequately.
    • Records are organized, filed, and easily retrieved.
    • Effective working relations exist with City personnel.
    • New employees are well trained and assisted. Management is appropriately informed.
    • Employee understands and adheres to applicable safety policies.
    • The City’s professional reputation is maintained. 

     

    QUALIFICATIONS

     

    EDUCATION/EXPERIENCE                   One-year certificate from college or technical school; and one year related experience and/or training; or equivalent combination of education and experience.               

     

    CERTIFICATES/LICENSES:                  Additional related training preferred.

     

    REQUIRED KNOWLEDGE:                    Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.    

     

                                                                Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services.

     

    English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

     

    Computer — Proficient personal computer skills including electronic mail, record-keeping, routine database activity to include development of spreadsheets, formulas, record tracking applications, word processing, graphics, research, etc.

     

    Specialized – Knowledge of municipal processes.

     

    SKILLS/ABILITIES:                              Ability to maintain confidentiality.

    Handle multiple tasks simultaneously.

                                                                Accurate and attentive to detail.

    Excellent communications and public relations abilities.

    Ability to assist and support others.

    Able to operate telephone, PC, copier, fax machine, and other basic business machines.

     

    PHYSICAL & MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

     

    FINGER DEXTERITY:                      Manual dexterity sufficient to reach/handle items and work with the fingers.

     

    VISUAL ABILITIES:                          Normal vision, with or without corrective lenses.

     

    PHYSICAL STRENGTH:                   Exerts up to 10 lbs. of force occasionally. (Almost all office jobs.)  Sedentary physical activity performing non-strenuous daily activities of an administrative nature.  Extensive sitting.  Frequent use of arms, hands, and fingers to reach, handle, touch, and feel.

     

    LANGUAGE/COMPREHENSION:     Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents.  Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.  Ability to effectively present information to top management.

     

    REASONING ABILITY:                     Ability to define problems, collect data, establish facts, and draw valid conclusions.  Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

     

    MATHEMATICS ABILITY:                 Ability to add, subtract, multiply, and divide in all unites of measure, using whole numbers, common fractions, and decimals.  Ability to compute rates, ratio, and percent and to draw and interpret bar graphs. 

     

    WORK SCHEDULE/HOURS:      Regular –  8 hour shift, typically 8:00 a.m. to 5:00 p.m., Monday through Friday.

     

    Other–Variable lunch period and breaks in coordination with other office personnel.

     

    WORK CONDITIONS:                Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation.

     

    Noise level:                              Moderate noise (examples:  business office with computers and printers, light traffic).

     

    Other work conditions:             None.  

     

     

     

     

     

     

     

    ADVANCEMENT CRITERIA

     

    INTERMEDIATE
    ADVANCED

    4-6 years clerical or work in related field.

    7+ years specialized experience.

    Training or certification from vocational coursework.

    Associate's Degree or equivalent in related field.

    Proficient knowledge of Great Plains software.

    Advanced knowledge of Great Plains software.

    Conversational Spanish.

    Bilingual.

    Specialized training in governmental processes.

     

    Specialized training in financial processes.

     

    Knowledge of safety as it pertains to the job.

     

    Valid CPR certification.

     

     

     JOB DESCRIPTIONS

     

    Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected.

     

    All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

     

    In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.

     

    I have reviewed this job description and I can perform the essential functions of this position, with or without, reasonable accommodations.  I have also received or have been offered a copy of this job description. 

     

    Printed Name__________________________  Date ___/____/____ Signature_______________________________

     

     

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