HomeMy WebLinkAboutExecutive Assistant to the Mayor and City Manager Job Description 02 18 25
CITY OF MONROE
JOB DESCRIPTION
EXECUTIVE ASSISTANT TO THE MAYOR AND CITY MANAGER
Supervised By: Mayor and City Manager
Supervises: Leads clerical employees if so assigned
Position Summary:
Under the general supervision of the Mayor and City Manager, provides high-level,
confidential executive administrative support requiring individual initiative, discretion, and
judgment within the scope of assigned authority. Provides administrative support to the
Mayor and City Council as assigned. Functions at a high level of administrative
competence while managing various assignments and communication channels on behalf
of the administration.
Essential Job Functions:
An employee in this position may be required to perform any or all of the following
essential functions. These examples do not include all duties the employee may be
expected to perform. Candidates must be able to perform each essential function at a
high level of proficiency.
1. Performs high-level, confidential administrative work in support of the Mayor and
City Manager. Serves as a liaison for the Mayor and City Manager and works
directly with other administrators, officials, employees, representatives of
governmental units, businesses, and the general public.
2. Receives and screens telephone calls and visitors while acting as a gatekeeper
for the Mayor and City Manager. Explains City procedures and operations and
independently addresses complaints, inquiries, and service requests. Follows up
on complaints, correspondence, and transactions to ensure deadlines, schedules,
and expiration dates are met.
3. Schedules appointments for the Mayor, City Manager, other management staff,
and elected officials as directed. Maintains and cross-references calendars to
ensure efficient time use and avoid scheduling conflicts.
4. Provides administrative support to the City Council for scheduling events and
travel related to official City business.
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5. Maintains office inventories and procures equipment, supplies, and services
according to established procedures.
6. Transcribes or independently composes routine and complex correspondence,
memos, reports, administrative regulations, committee actions, statistical
review and approval. Review and draft responses to correspondence, exercising
discretion in supporting the Mayor and City Manager.
7. Assists the Mayor and City Manager in planning meetings, including compiling and
assembling related agendas, documents, information, and data. Record minutes
and complete follow-up on action items. May be required to represent the Mayor
and City Manager (depending on the complexity of the matter).
8. Maintains a high proficiency in Microsoft Office Suite and software relevant to
administrative operations. May lead committees and initiatives related to
technology use and administrative best practices.
9. Creates and maintains various databases, comprehensive record-keeping, and
filing systems, including confidential materials and information.
10. Assists in compiling
requested. Generates reports to assist the Mayor, City Manager, and other
administrators in budget development. Researches cost estimates and completes
related assignments.
11. Maintains ongoing budget reports for the Mayor and City Manager and monitors
revenues and expenditures in cooperation with the Finance Department.
12. Arranges travel, processes related expense advancements and reports, reconciles
credit card transactions, and manages associated paperwork.
13. Plans, implements, and oversees various special projects, ceremonies, events, and
programs in coordination with City Departments and community partners
particularly the Mayor and City Manager. This may involve analysis and response
to public issues or administrative research.
14. Oversees and directs the work of any assigned employees. Assign tasks and
monitor progress and quality as needed.
15. Perform other related and assigned work as required.
Required Knowledge, Skills, Abilities, and Minimum Qualifications:
The requirements below represent the knowledge, skills, abilities, and minimum
accommodations may be made to enable individuals with disabilities to perform the job.
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Requirements include the following:
•
years of senior executive (C-suite) administrative assistant experience or an
equivalent combination of education and experience.
● Aptitude to exercise sound judgment and demonstrate thoroughness and
dependability.
● Ability to function with a high degree of confidentiality and respond with discretion.
● Knowledge of municipal government structure, policies, procedures, and
regulations.
● Mastery of executive office operations and clerical procedures/practices.
● Proficiency in executive-level administrative procedures, communication strategies,
and office technologies.
● Expertise in typing with speed and accuracy while maintaining complete
confidentiality.
● Ability to gather data and prepare accurate and timely records, reports, notices,
memos, and letters.
● Aptitude to effectively convey and comprehend information through speaking,
hearing, reading, and writing.
● Competence in interacting professionally, constructively, and diplomatically with
top-level administrators, employees, business representatives, governmental
officials, and the general public.
● Proficiency in office equipment and technology, including Microsoft Office Suite
applications and department-specific software, with the ability to learn new
technologies as needed.
Physical Demands and Work Environment:
The physical demands and work environment characteristics described below represent
those an employee
accommodations may be made to enable individuals with disabilities to perform essential
functions.
While performing the duties of this job, the employee is regularly required to communicate
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in person and by telephone, read both regular and small print, view and produce written
and electronic documents, and enter data using a computer keyboard with repetitive
keystrokes. The employee must be mobile in an office setting, stand, sit, stoop, kneel, use
hands to handle or feel objects, and reach with hands and arms. The employee must lift or
push/pull objects up to 15 lbs. without assistance. Accommodations will be provided, if
needed, for office employees required to lift or move objects exceeding this weight.
The typical work environment for this job is a business office setting with a quiet to
moderate noise level.
February 18, 2025