Job Description

ADMINISTRATIVE ASSISTANT TO THE MAYOR

(Non-classified)

JOB CODE 06170

Effective Date:	03/95N

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to coordinate scheduling for the Mayor and to ensure that the Mayor is kept fully informed on all matters requiring attention. An important task is the handling of sensitive and delicate public relations situations with a high degree of firmness and cordiality. The incumbent is required to exercise considerable initiative and judgment. Instructions are received from the Mayor and performance is evaluated by results obtained. The work schedule normally includes a variety of after hours work.

ESSENTIAL FUNCTIONS:

• Plans and prioritizes items for the Mayor's schedule;
• Serves as Mayor's staff at special events or projects as required;
• Briefs the Mayor and secures information as required;
• Prepares, edits, and reviews correspondence from the Mayor to citizens or citizen groups;
• Composes reports based on research findings;
• Researches requests and complaints and responds in person, by telephone, and in writing in accordance with established policies and regulations;
• Follows up on assignments to determine progress and date of completion;
• Manages special projects;
• 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 administration.
• Administrative research methods, techniques, and methods of report presentation.
• Policies and procedures of the work of the Mayor's Office.
• Laws and regulations of the City.

Ability to:

• Handle sensitive and delicate public relations situations with a high degree of firmness and cordiality.
• 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.
• Conduct original research and make sound administrative analyses relating to policy and management problems.
• Produce written documents in the English language with clearly organized thoughts with proper sentence construction, punctuation, and grammar.
• Comprehend and make inferences from written material in the English language.
• Work under pressure (i.e., handling significant problems and tasks which come up simultaneously and/or unexpectedly).
• Work safely without presenting a direct threat to self or others.
• Work cooperatively with other City employees and the public.

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 does not have personal insurance coverage.
• Some positions will require the performance of other essential and marginal functions.

ACCEPTABLE EXPERIENCE AND TRAINING:
Four years of experience in administration and in working with the public, and a bachelor's degree in business or public administration or a related field. Other combinations of experience and education that meet the minimum requirements may be substituted.