Executive Administrative Assistant

POSITION PURPOSE:
The Executive Administrative Assistant’s (EA) primary purpose is to help the Mayor be successful by providing professional administrative support on a wide range of complex topics and tasks. The work requires managing sensitive matters with the highest level of confidentiality and discretion in a publicly sensitive environment. The EA is the primary point of contact for people seeking to talk to or meet with the Mayor and acts as liaison with city residents, other governmental agencies, local businesses and nonprofits, and community leaders. The EA performs office management functions and supervises office support staff to provide excellent customer service. The EA reports directly to the Mayor with the City Administrator providing supervision as needed. 

ESSENTIAL DUTIES:

• Foster positive working relationships with the Mayor, City Administrator, members of Mayor’s staff team, Common Council, department heads, and other city staff.
• As a representative of the Mayor’s Office, interact with the public using courtesy, tact, and discretion. Maintain effective communications with the Common Council and city staff, providing assistance as appropriate in matters needing the Mayor’s attention.
• Receive and respond to a variety of inquiries, concerns, and complaints and assist in the resolution of problems through explanation of city practices and policies.
• Screen and refer calls, letters, and emails as appropriate. Route press inquiries to the Communications Director.
• Research issues for the Mayor as needed, prepare responses to correspondence and drafts of proclamations and other documents issued by the Mayor.
• Maintain ongoing list of requests for Mayor including meetings, invitations, speaking engagements, letters of support, proclamations, etc., and reviews with Mayor on regular basis to determine priorities.
• Schedule appointments and meetings and manage the Mayor's rapidly changing calendar. Provide the Mayor with meeting agendas and any other needed materials.
• Register Mayor for conferences and events, arrange travel itinerary and reservations, process purchase card (p-card) charges and any reimbursement of business expenses.
• Attend Mayor's Senior Leadership meetings to keep informed of city and departmental activities, city projects, issues, and actions. Share necessary information with staff team and other city administrative support staff.
• Alert the Mayor, Communications Director, and City Administrator to information and problem areas needing attention or awareness.
• Assist Communications Director with proofreading/editing Mayor's e-newsletters, social media posts, press materials, speeches, and reports as needed; and assist/support other Mayor’s staff team members on work tasks and special projects as needed.
• Supervise executive support staff (Clerk, Student Assistant, and from time-to-time student intern) and delegate assignments to accomplish work of the Mayor’s Office. May include invoice processing, correspondence including “Saw You in The News” program, drafting Proclamations and certificates, receiving and sorting mail, keeping reception area inviting for guests, updating available resources on table outside of office, etc.
• Assist the Mayor and the City Clerk's Office in recruiting and scheduling appointments to various boards, commissions, and committees using Granicus* (see Associated Duties).
• Support 15 elected Alders with maintaining supplies (business cards, printer paper and toner, stationary, name badges, etc.); assist in Annual League of Wisconsin Municipalities conference registration, hotel accommodations, and processing reimbursements; order outgoing Alder commemorative plaques.
• Order and maintain office and kitchen supplies for Mayor’s office; order items needed by other staff members (who do not have p-cards); reconcile EA’s and Mayor’s p-card purchases in Munis.
• Work independently and establish office procedures and work routines for retaining, maintaining, and updating office filing systems, update policies and procedures manuals.
• Act as liaison to Sister City Planning Committee and generate agendas and meeting minutes in Legistar,
• Enter constituent contacts in Polimorphic to track tasks, responses, and resolution. (See Associated Duties)
• Perform other related work as assigned.

ASSOCIATED DUTIES

• This position requires the use of the following platforms: *Granicus (boards/committees/ commissions platform), Munis (financial program), Legistar (legislative program), Polimorphic (customer service tracking program) and Zoom. If needed, training will be provided within the first three (3) months of employment.
• May be asked to maintain irregular hours to accommodate committee meetings, the Common Council, or other community-based events.

MINIMUM QUALIFICATIONS:

• Associate degree or higher in related field with a minimum of 3 years of general office experience providing direct support to a public official, executive, Vice President or government agency preferred or a combination of education or at least five (5) years of general office experience, including two (2) years of direct support for a public official, executive, vice president, or government agency, is preferred.

Equivalent combinations of education and experience may also be considered.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Strong preference given to applicants with ability to speak, read, and write Spanish.
• Excellent literacy skills including reading, composition, knowledge of standard and business English usage, punctuation, spelling, grammar, and formatting. Accurate minutes and note taking skills.
• Excellent interpersonal skills to work with the public, staff, elected officials, and media using courtesy and tact in sensitive or high-pressure situations.
• Proven ability to work independently in carrying out position responsibilities.
• Excellent time management and organizational skills with the ability to multitask while maintaining accuracy and attention to detail in an environment of frequent interruptions.
• Demonstrate ability to make decisions, problem solve, and use critical judgment in sensitive and emergency situations under stress.
• Demonstrate ability to work cooperatively within diverse groups and to identify and serve customers (internal and external).
• Ability to develop and maintain a working familiarity with Mayor’s priorities, functions of other city departments, and community issues.
• Minimum intermediate skill level with Microsoft Office Suite/365 including Excel, Outlook, Word, SharePoint; competent in Adobe Pro preferred. Typing at 45 wpm NET required.
• Always maintain a high level of confidentiality and professionalism.
• Maintain and project a professional manner.
• Maintain consistent and punctual attendance.

SPECIAL REQUIREMENTS:
Ability to pass Data Entry, Basic Word and Basic Excel testing with a passing score of 70% required.

PHYSICAL DEMANDS OF THE POSITION:
Physical ability to perform the essential functions of the job, including operating a computer and other office machinery such as a keyboard, mouse, phone, and copier/scanner machine; occasional bending, stooping, and lifting to 10 pounds.

ENVIRONMENTAL/WORKING CONDITIONS OF THE POSITION:
Work is performed in an executive office suite setting of high public contact and visibility and in a semiprivate office at a computer workstation. May experience frequent interruptions. This is a sedentary position with minimal physical exertion requirements. Work has no exposure to environmental conditions. 

EQUIPMENT USED:
Copy machine/scanner, laminator, postage machine, calculator, computer terminal and keyboard, telephone, other audio/video equipment, and employee-supplied motor vehicle.
 

This job description is intended to identify essential duties and also illustrates other types of duties that may be assigned. It should not be interpreted as describing all of the duties that will be required of an employee or be used to limit the nature and extent of assignments that an individual is required to perform. In addition to the responsibilities and duties listed, it is expected that employees maintain a consistent and reliable attendance record. Job descriptions are subject to revision at any time at the discretion of the City of Racine.

The City of Racine is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.