Job Description

Executive Assistant - City Manager's Office

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Executive Assistant - City Manager's Office

Salary

$19.96 - $20.95 Hourly

Location

Asheville, NC

Job Type

Full Time

Department

City Manager's Office

Job Number

2021 -00003

Closing

1/24/2022 5:00 PM Eastern

Description
Benefits
Questions

Summary

About us:

The City of Asheville is dedicated to providing quality service for the residents and visitors of our beautiful city, nestled in the Blue Ridge Mountains of western North Carolina. Asheville, NC is a thriving mountain city that has a culture enriched in diversity.

The City of Asheville values and respects a diverse community, workforce and ideas, and is committed to promoting an equitable, fair, and just employment environment. Our organization seeks to create and provide access and opportunities to employees, residents and visitors to fulfill their potential through inclusive engagement practices. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, sexual orientation, age, disability, genetic information or veteran status.

About our opportunity:

A person in this position is responsible for managing a number of complex assignments that support the goals within the City Manager's Office, with minimal supervision. Individual will be assigned special projects that are broad in scope and require a significant amount of coordination, development and follow up with departments. Work is performed under the general direction of the Assistant to the City Manager.

Typical Work Schedule: Monday - Friday 8:30 AM - 5:00 PM; Hours may vary. Alternate work arrangements may be available.

Essential Duties & Responsibilities

Essential Duties and Responsibilities:

Performs a wide variety tasks to assist and support the City Manager's Office, including support for the Assistant City Managers.
Provides general support to the City Manager's Office through scheduling meetings, conducting research, and coordinating internal and external communications.
Provides staff support for city council, council committees, including the development and distribution of Committee agendas and materials.
Prepares correspondence, memoranda, reports, administrative directives, policy drafts and other documents.
Interprets city policies, rules and regulations in response to inquiries and complaints.
Assists with Council and/or employee activities and other City events.
Assists in evaluation of reports, decisions and results of department in relation to established goals. Recommends new approaches, policies and procedures to effect continual improvement in efficiency of department and services performed.
Manages special projects requiring considerable coordination with staff and/or community stakeholders

Supplemental Functions:

Performs other similar duties as required.

Education & Experience

Education/Experience:

Bachelor's Degree
Minimum of three years of increasingly responsible administrative experience.

Candidates with equivalent experience and/or education may be considered.

Knowledge, Skills, Abilities and Working Conditions

Knowledge:

Thorough knowledge of the organization and the function of the area of assignment.
Considerable knowledge of City and departmental rules, regulations, policies and procedures, and the ability to interpret them.
Considerable knowledge of the principles and practices of modern office management including knowledge of Google Suite and Munis.

Skills:

Skilled in customer service.
Skilled in organizing work flows and coordinating activities.
Ability to analyze and interpret policy and procedural guidelines and to resolve problems and questions.
Ability to research and compile reports from information gathered.
Ability to make routine administrative decisions independently in accordance with laws, regulations, and City policies and procedures, and to solve problems and answer questions.
Ability to communicate effectively in oral and written form.
Ability to work in a stressful and demanding environment, with significant exposure to elected officials.

The City of Asheville offers a comprehensive benefit package and other programs, resources, policies and practices that integrate work/life strategies. Our programs have been designed to provide a variety of choices to best fit your needs and the needs of your family.

The City of Asheville provides eligible employees with access to a variety of benefit plans that promote health and wellness, in addition to helping you build financial resources for retirement. We offer the benefit plans you would expect from a leading employer—such as health insurance, dental insurance, life insurance, retirement and a variety of other voluntary programs that can be valuable for your specific needs.

Benefits offered include:

Health Insurance (choice of several plans) with pharmacy card included
Dental Insurance
Vision Insurance
Health Services Clinic available during work hours (no co-pay needed)
Nationally recognized disease management programs
5% employer contribution to 401(k)
ICMA 457 - voluntary
Contributory retirement system (LGERS)
12 days vacation per year increasing with service to 20 days
12 days sick leave per year increasing with service to 15 days
11 paid holidays per year
Employee Assistance Program
Sick Leave Sharing Bank
Medical and Dependent Care Reimbursement Plans
Life Insurance (choice of several plans)
Long Term Disability
Tuition Reimbursement Program
Employee Discounts
College Savings Program (voluntary)
Long-Term Care Insurance (voluntary)
Cancer Insurance Plan (voluntary)

01

Do you meet the minimum requirements as listed below, or have equivalent education and/or experience? Education/Experience: Bachelor's Degree Minimum of three years of increasingly responsible administrative experience.
Yes
No

02

If you answered 'yes' to question 1, please explain:

Required Question

Agency

City of Asheville

Address

City of Asheville PO Box 7148 Asheville, North Carolina, 28802

Phone

828-259-5690 - Apply Online! - EOE

Website

http://www.ashevillenc.gov/jobs

This job was posted on Wed Jan 12 2022 and expired on Sun Jan 30 2022.

Minimum $9K /yr

$48K /yr Average

Maximum $3M /yr

Tasks

Manage and maintain executives' schedules.

Make travel arrangements for executives.

Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.

Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.

Answer phone calls and direct calls to appropriate parties or take messages.

Prepare responses to correspondence containing routine inquiries.

Open, sort, and distribute incoming correspondence, including faxes and email.

Greet visitors and determine whether they should be given access to specific individuals.

Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.

Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.

Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.

File and retrieve corporate documents, records, and reports.

Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.

Provide clerical support to other departments.

Attend meetings to record minutes.

Process payroll information.

Interpret administrative and operating policies and procedures for employees.

Set up and oversee administrative policies and procedures for offices or organizations.

Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.

Compile, transcribe, and distribute minutes of meetings.

Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.

Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.

Skills

Reading Comprehension - Understanding written sentences and paragraphs in work related documents.

Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Writing - Communicating effectively in writing as appropriate for the needs of the audience.

Speaking - Talking to others to convey information effectively.

Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Active Learning - Understanding the implications of new information for both current and future problem-solving and decision-making.

Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.

Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do.

Coordination - Adjusting actions in relation to others' actions.

Service Orientation - Actively looking for ways to help people.

Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one.

Time Management - Managing one's own time and the time of others.

Knowledge

Administration and Management - Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

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