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Job Description

EXECUTIVE ASSISTANT TO THE CITY MANAGER

(Non-classified)

JOB CODE 06090

Effective Date:	Rev. 03/03A

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to perform executive level administrative work while assisting the City Manager in working with departments to achieve departmental and citywide program objectives. Duties include advising the City Manager on program needs, preparing and presenting all aspects of programs to the City Council, and implementing approved programs. The Executive Assistant to the City Manager exercises considerable initiative and independent judgment in representing the City Manager within an assigned area of responsibility, and may exercise delegated representative authority over department heads and other high level employees in that area. The Executive Assistant to the City Manager works under the general direction of the City Manager and Assistant City Manager. Work is subject to evaluation on the basis of results obtained.

ESSENTIAL FUNCTIONS:

• Works with the City Manager, the Assistant City Manager, and department heads in planning, organizing, coordinating, and implementing programs affecting assigned areas of responsibility;
• Coordinates with other managers of City services on matters affecting their areas of responsibility;
• Briefs the City Manager on issues of concern in the departments and functions in assigned area of responsibility to assure proper action;
• Meets and corresponds with various citizen, professional, business, and other groups to answer questions and secure their help in carrying out various programs;
• Coordinates the preparation of the annual budget for departments or programs within assigned area;
• Attends City Council meetings and makes reports concerning activities in areas of responsibility as requested by the City Manager;
• Confers with officials of City, county, state, and federal agencies regarding plans and priorities for existing and planned programs;
• 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:

• Principles and practices of public administration and municipal government.
• Public administrative research methods, techniques, and report presentation.
• Municipal operations.
• Principles underlying the laws and regulations of the municipality.
• Budget and finance administration.

Ability to:

• Perform a broad range of supervisory responsibilities over others.
• Organize and coordinate the efforts of several City departments and/or functions with other governmental or private agencies to accomplish program goals or objectives.
• Analyze a variety of administrative, operational, fiscal, and social problems and make sound recommendations for solutions.
• Develop working procedures and programs.
• 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.

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.
• Some positions require the performance of other essential or marginal functions.

ACCEPTABLE EXPERIENCE AND TRAINING:
Eight years of experience in public administration at a level which requires participation in development of policy, program direction and budget administration, or coordination and supervision of such functions, and a master's degree in public or business administration, or a related field. Other combinations of experience and education which meet the minimum requirements may be substituted.