Executive Assistant IV (Judicial) (Appointed)

Salary Range:$52,432.12 - $79,705.60

Works under the direction of the Top Executive in City government divisions such as Legislative, Judicial, and the City Court Clerk’s office, to perform a variety of complex and confidential executive support functions requiring a high degree of independent judgment and sound political acumen. Serves as office manager and is responsible for providing a wide array of complex and diverse support services, in a highly sensitive, political, demanding, and rapidly changing environment. Makes recommendations and decisions through interactions with top officials, representatives of a wide variety of community, civil and business groups, City management staff, and citizens on a broad range of significant operational and administrative matters.

1. Receives and considers a wide variety of requests to the executive’s office; and determines and provides the appropriate response in addressing or referring substantial issues requiring sensitivity and sound independent judgment. Conducts research, responds to requests for information, and resolves complaints from citizens; and refers certain issues to appropriate staff members or City departments for resolution. Reviews, determines the priority of and routes assigned incoming correspondence. Receives and screens visitors and telephone calls.
2. Maintains and updates calendars; receives and screens requests; coordinates, arranges and confirms meetings, appointments, social engagements and community/intergovernmental events; develops itineraries and makes and confirms travel arrangements; submits conference registrations; and arranges hotel and flight reservations.
3. Plans, organizes, schedules and supervises the work of assigned staff engaged in providing secretarial and administrative support; oversees the preparation and typing of correspondence, memoranda, reports, agreements, presentations, forms and other documents, often of a highly sensitive and confidential nature; ensures that documents are accurate, complete and conform to standards, policies and procedures; ensures materials, reports and documents for signature are accurate and complete; responds independently to mail and email inquiries regarding a variety of City matters.
4. Provides day-to-day leadership and plans and evaluates the performance of assigned administrative staff to ensure a customer service oriented work environment that supports achieving the established objectives and service expectations; establishes performance requirements and personal development targets that promote a positive staff working environment; regularly monitors performance and provides coaching for performance improvement and development; and takes appropriate disciplinary action to address performance deficiencies, in accordance with sound human resources practices.
5. Formulates and implements operating practices to ensure necessary records are maintained and manages the maintenance of office records and databases. Researches and assembles information from a variety of sources for the preparation of records, correspondence and reports; and establishes and maintains confidential files.
6. Assists in preparing the office budget; tracks and monitors performance against the approved budget; prepares and processes requisitions, purchase orders and accounts payable requests; monitors budget balances; and prepares and maintains staff attendance and time off records.
7. Completes major assignments in planning, organizing, and supervising the logistical arrangements of various meetings and special events. Attends meetings and events and represents the executive’s office as directed. Serves as host for a variety of meetings/luncheons, receptions, and special events.

Responsibilities

OTHER FUNCTIONS

Performs additional functions (essential or otherwise) which may be assigned.

TYPICAL PHYSICAL DEMANDS

Must be able to communicate clearly both verbally and in writing. Requires the ability to operate general office equipment such as a personal computer and telephone. Requires some lifting and carrying objects such as office supplies weighing up to 15 lbs.

TYPICAL WORKING CONDITIONS

Work is performed in an office. Some travel to meetings across the City may be required.

High School graduate or equivalent and six (6) years administrative support/secretarial experience including utilizing various office computer software with two (2) of the six (6) years providing administrative support to upper management positions; or any combination of experience and training which enables one to perform the essential job functions. Bachelor’s degree or higher preferred.

Qualifications

High School graduate or equivalent and six (6) years administrative support/secretarial experience including utilizing various office computer software with two (2) of the six (6) years providing administrative support to upper management positions; or any combination of experience and training which enables one to perform the essential job functions. Bachelor’s degree or higher preferred.