CITY OF ASHEVILLE invites applications for the position of: Executive Assistant - Assistant City Manager SALARY: $16.47 /Hour OPENING DATE: 08/08/13 CLOSING DATE: 08/30/13 11:59 PM DESCRIPTION: An employee in this class assists the City’s top management staff and elected officials in carrying out programmatic activities of the General Administration Department by performing a variety of administrative and technical functions. Employee performs public contact and administrative office management duties to relieve the Manager of operational details. Employee will field a variety of customer service requests and must show a strong knowledge of city operations in order to: identify customers, determine the valid needs of a situation, and guide the customer to the appropriate service provider in a timely manner. The employee must show skills in dealing with angry or upset customers. Work includes receiving and transcribing confidential correspondence, screening and independently handling a variety of inquiries by telephone and in person, and maintaining a variety of records and files. Employee is responsible for interpreting and explaining program policies and procedures. Work is characterized by its variety, complexity and confidential nature, requiring considerable organizational and analytical ability. Employee is responsible for evaluating and managing data, providing specialized information, assessing program goals and objectives and participating in departmental or program assessment. Supervision or coordination of clerical employees may be required. Employee must exercise independent judgment, discretion, and initiative in completing assignments and handling difficult public contact situations requiring considerable tact and knowledge of applicable policies, procedures, and programs. Work is performed under general supervision of the City Manager, or his designee, and is evaluated for proper application of policies and procedures and for quality and completeness of reports and recommendations. Monday -Friday 830am - 5pm, Occasional evenings and weekends required Full Time 37.5 Hrs Week EXAMPLES OF DUTIES: • Performs a variety of tasks to assist City management and elected officials in day-to-day administrative functions of City government; administers assigned special, recurring or regular projects; completes reports as needed. • Composes, edits or coordinates the preparation of reports, speeches or other printed materials; researches content of written material for precedents, correctness of presentation and applicability; types material from typed or handwritten copy or dictation to prepare correspondence, budgets, statistical and news releases, work orders, purchase orders, forms, logs, etc., which requires use of a variety of complicated formats; chooses or develops formats for reports, forms, and other documents; proofreads material prepared by others; assumes responsibility for accuracy of spelling, punctuation, format and grammar.Utilizes various word processing, spreadsheet, file maintenance, and/or database programs to enter, store and/or retrieve information as requested or otherwise necessary; summarizes information for standard reports, selecting data from varied sources. • Screens and routes materials according to content of communications; routing duties require detailed knowledge of organizational operations and individual staff members’ assignments and status of work. • Establishes and/or revises work procedures and methods; trains employees in work procedures. • Answers questions from employees or the public concerning policies, procedures or deadlines; explains the use of records or information. • Attends meetings, hearings, or conferences as a participant or as staff. • Supervises the work of clerical employees and/or volunteers, ensuring adherence to established policies, procedures and standards; assists and advises subordinates, as appropriate, resolving problems as non-routine situations arise. • Files and retrieves materials based on full knowledge of organization and activities. • Assists in the development of departmental or program budgets, gathers pertinent data, analyzes requests, and processes technical information. • Maintains departmental personnel, financial, and/or activity records; acts as a point of contact for the department served and provides information or refers inquiries to proper personnel. • Makes appointments, advises supervisors of upcoming events and deadlines; arranges travel schedules and reservations; prepares travel vouchers and expense reports. • Coordinates and administers special employee programs and events. • Performs related work assignments as required. QUALIFICATIONS: Associate’s degree in business or public administration or a related field and 3 to 5 years of increasingly responsible administrative experience, a strong knowledge of the local government service delivery and some local government experience is highly preferred. And/or any equivalent combination of training and experience required to perform the essential position functions. KNOWLEDGE, SKILLS & ABILITIES: • Thorough knowledge of the organization and 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 popular computer driven word processing, spreadsheet, and file maintenance programs. • Considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary. • Skill in dealing with angry or upset customers. • Skill in organizing work flow and coordinating activities. • Skill in the operation of a computer; software to include: Microsoft Word, Excel, PowerPoint, and other business software programs. • Ability to accurately determine the valid needs of a situation, and provide service or service recovery in a manner that satisfies the customer. • Ability to analyze and interpret policy and procedural guidelines and to resolve problems and questions. • Ability to research program documents and narrative materials and to 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 establish and maintain effective working relationships as necessitated by work assignments. • Ability to develop and modify work procedures, methods and processes to improve efficiency. • Ability to communicate effectively in oral and written form. • Ability to work in a stressful and demanding environment, with a significant exposure to local and state elected officials. • Ability to supervise or coordinate the work of others. APPLICATIONS MAY BE FILED ONLINE AT: ashevillenc.gov/jobs PO Box 7148 Asheville, NC 28802 828-259-5690 - Apply Online! - EOE [email protected] Position #2013-00246 agency.governmentjobs/ashevillenc/job_bulletin.cfm?JobID=702010 8/25/2013
Posted on: Mon, 26 Aug 2013 12:54:15 +0000
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