Description

POSITION SUMMARY

The Executive Administrative Assistant & Deputy City Clerk provides high-level administrative support to the City Manager and City Clerk’s office. Serving as a force multiplier and office coordinator, this position is a key point of contact for internal and external stakeholders. This role is also the first-line customer service representative for the City Manager’s Office.

This position is responsible for overseeing the daily administrative functions of the City Manager’s office while handling complex, high-level tasks such as conducting in-depth research, drafting reports and memoranda, preparing professional presentations, and distilling critical information to support decision-making. This position will also provide administrative support for the functions of the City Clerk’s office including records management, preparation of official documents, ensuring compliance with statutory requirements, and may act on behalf of the City Clerk in their absence, or as assigned.

Success in this role requires exceptional tact, discretion, and diplomacy, as well as initiative, sound independent judgment, and a comprehensive understanding of City operations and administrative procedures. This position’s classification is distinguished from other administrative roles by the scope and complexity of its responsibilities, requiring deep knowledge of City functions and the ability to operate with a high level of independence, discretion, and judgment on matters of substantial significance.

City of Webster Groves Total Rewards

At the City of Webster Groves, we’re proud to invest in our people by offering a comprehensive and rewarding benefits package that goes far beyond a paycheck. From top-tier health and wellness programs to retirement savings plans, plus free access to our outstanding Parks and Recreation facilities and a variety of additional perks, we’re committed to supporting your well-being—both on and off the job.

Examples of Duties

Essential Functions

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned.

Perform a wide range of highly responsible, confidential, and technically complex administrative office duties for the City Manager, City Clerk, or their designees.
Become familiar and adept with explaining various programs, policies, and activities, referring sensitive and controversial issues to executive/management staff as appropriate.
Coordinate scheduling and logistics including appointments, room reservations, agenda preparation, travel arrangements, receptions, tours, meeting planning, or special events as assigned.
Serve as a force multiplier for the City Manager assisting with email and other correspondence.
Serve as the contact and liaison for assigned functions and programs with other City departments and staff, the general public, outside agencies, and organizations.
Perform a variety of special projects and research assignments as assigned by the City Manager, City Clerk, or designees.
Create, organize, manage, maintain, copy, and/or scan a variety of files and records, manuals, resource materials, and confidential files as assigned.
Prepare reports as needed. Compose, edit, and proofread confidential correspondence, reports, and other complex documents to ensure accuracy and professionalism.
Attend City Council meetings and assist with managing Zoom or Teams meetings and presentation slide decks. Creates meeting minutes and action items.
Support website content updates to City Clerk or Administration pages to maintain current and relevant information.
Performs Notary Public services and authorizes and applies the official City Seal on plats, certified copies, and other legal documents at the direction of the City Clerk.
Makesrecommendationstoimproveefficienciesinprocessesandprocedures assuming responsibilities for certain administrative tasks currently performed by managerial staff, such as preparing agendas, recording minutes, and managing communications for designated boards and commissions, allowing reallocation of resources.
Serves as Acting City Clerk during the Clerk’s absence, exercising full authority and performing all duties of the position when designated.
May be assigned as a staff liaison for a City Board or Commission.
May support other Department Directors as needed with special projects.
Perform related duties as assigned.

Typical Qualifications

Typical Qualifications

Qualifications And Requirements

5–7 years of progressively responsible experience in an Executive Assistant, City Clerk or senior administrative support role, preferably in a government, public sector, or similarly complex organization coordinating workflows, and overseeing project execution. Strong leadership skills, effective communication, and the ability to foster a collaborative work environment are essential.
Bachelor's degree gained through a four-year college/university academic program or specialized technical training of equivalent length, preferred.
Or any combination of related education, experience, certifications and licenses that will result in a candidate successfully performing the essential functions of the job.
Familiarity with Municipal Government: Understand the Council-Manager form of government structure, functions, and processes of municipal government. Navigate the complexities of city operations and procurement practices, preferred.
Possession of a valid driver’s license.

Supplemental Information

Required Job Competencies

Organizational Skills: Maintain an orderly system to juggle multiple tasks and large quantities of information, ensuring smooth operations and timely completion of tasks.
Multitasking: Efficiently handle multiple tasks and pivot quickly when urgent needs arise, while maintaining focus on ongoing responsibilities.
Time Management: Prioritize tasks, manage schedules, and ensure timely completion of assignments to keep operations flowing smoothly and reduce stress levels.
Communication Skills: Communicate effectively with a wide range of stakeholders, including city departments, staff, the general public, and outside agencies. Strong verbal and written communication skills are essential.
Attention to Detail: Focus on information to identify what needs to be done, corrected, or brought to light. Ensure accuracy in all tasks and documents.
Problem-Solving: Develop creative solutions, make last-minute decisions, and evaluate strategies for completing tasks. Demonstrate good judgment in addressing challenges.
Technology Proficiency: Utilize various applications for scheduling, data recording, and maintaining information. Stay updated on the latest tools and software.
Critical Thinking: Analyze situations and respond appropriately, making informed decisions to support the City Manager and City Clerk, or designees.
Project Management: Plan, organize, and manage projects effectively, ensuring timely and efficient completion of tasks.
Interpersonal Skills: Build and maintain positive working relationships with co-workers, other city employees, and the public. Demonstrate principles of good customer service.
Confidentiality: Handle sensitive information with discretion and maintain confidentiality in all tasks and communications.
Adaptability: Stay flexible and adapt to changing needs and priorities. Demonstrate resilience in the face of challenges.
Ethical Standards: Adhere to ethical standards and promote integrity, trust, and respect within the organization.
Continuous Learning: Stay informed about industry trends, best practices, and new developments. Commitment to ongoing professional development

PHYSICAL AND WORK ENVIRONMENT

The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job.Reasonable accommodationsmaybemadetoenableindividualswithdisabilitiestoperformtheessentialfunctionsor as otherwise required by law.Employees needing reasonable accommodation should discuss the request with the employee’s supervisor

This work requires occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitivemotionsandoccasionallyrequireswalking,stooping,kneeling,crouchingorcrawlingand reaching with hands and arms.

Work has standard vision requirements.
Vocal communication is required for expressing or exchanging ideas by means of the spoken English word.
Hearingisrequiredtoperceiveinformationatnormalspokenword levels.
Workrequirespreparingandanalyzingwrittenorcomputerdataandobservinggeneralsurroundings and activities.
Work has no exposure to environmental conditions.
Workisgenerallyinamoderatelynoisyofficesetting(e.g.businessoffice,light traffic).

Nothinginthisjobdescriptionlimitsmanagement’srighttoassignorreassigndutiesandresponsibilities to this job at any time.The duties listed above are intended only as illustrations of the various types of work that may be performed.The omission of specific statements of duties does not exclude them fromthe position if the work is similar, related or a logical assignment to the position.The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

We offer a complete benefits package to full-time employees. They include:

Health, dental, vision insurance
Flexible spending accounts (medical and dependent)
Health reimbursement account
LAGERS pension plan
Voluntary retirements plans (457b, 457b Roth, and Roth IRA)
Public service loan forgiveness qualifying employer
Life insurance and long-term disability insurance
12 paid holidays
Accrued vacation and sick leave
Bereavement, jury duty, and military paid leave
Tuition reimbursement program
Employee assistance program
Employee pass to WG recreation complex
Flexible work schedules
Possible remote work (for certain positions)

To learn more details, please reach out to our Human Resources Department.

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