Job Description

EXECUTIVE ASSISTANT TO THE MAYOR

(Non-classified)

JOB CODE 06070

Effective Date:	12/92X

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to direct and coordinate the activities of the Mayor's Office. The incumbent administers the functions of the Office of the Mayor and ensures that the Mayor is kept fully informed on all matters requiring attention. The employee is required to exercise considerable initiative and judgment, drawing on past experience and training for guidance, and must formulate recommended courses of action based upon research and information at hand. Supervision is exercised over subordinate administrative staff. Performance is evaluated by a review of reports submitted and results obtained and through frequent conferences with the Mayor.

ESSENTIAL FUNCTIONS:

• Directs staff work necessary to accomplish programs or projects of interest to the Mayor;
• Briefs the Mayor/Council on matters of concern and secures information required for proper action on such matters;
• Develops and enforces policies and procedures for the flow of work through the Mayor's Office;
• Prepares, edits and reviews correspondence from Mayor to citizens or citizen groups;
• Accompanies or represents the Mayor at various meetings and ensures that the Mayor receives all necessary background information;
• Attends meetings of the City Manager's immediate staff;
• Reports on matters of significance in which the Mayor is actively involved to the City Manager's Office, through oral and written reports;
• Provides liaison between Mayor/Council and administrative staff;
• Prepares drafts of, or accumulates material to be included in speeches to be delivered by the Mayor;
• Reviews and approves all expenditures in the Mayor-Council Office;
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

Required Knowledge, Skills and Abilities:

Knowledge of:

• The principles and practices of public administration, particularly municipal government.
• Public administrative research methods, techniques and methods of report representation.
• Laws and regulations of the municipality.

Ability to:

• Perform original research and to make sound administrative analyses relating to policy and management problems.
• Perform a broad range of supervisory responsibilities over others.
• Communicate orally in the English language with customers, clients, and the public in face-to-face, one-on-one settings, in group settings, and using a telephone.
• Produce written documents in the English language with clearly organized thoughts using proper sentence construction, punctuation, and grammar.
• Work cooperatively with others.
• Work safely without presenting a direct threat to self or others.
• Comprehend and make inferences from written material in the English language.

Additional Requirements:

• Some positions require the use of personal or City vehicles on City business. Individuals must be physically capable of operating the vehicles safely, possess a valid driver's license and have an acceptable driving record. Use of a personal vehicle for City business will be prohibited if the employee is not authorized to drive a City vehicle or if the employee does not have personal insurance coverage.
• Performs other essential or marginal functions as assigned.

ACCEPTABLE EXPERIENCE AND TRAINING:
Four years of experience in municipal administration, two years of which is at a senior management level (Management Assistant III), with responsibility for budget analysis or management analysis, plus a master's degree in public administration. Two additional years of qualifying experience may be submitted for the master's degree. Other combinations of experience and education which meet the minimum requirements may be substituted.