JOB SUMMARY
Under the general direction of the Chief Operating Officer, perform executive secretarial work requiring knowledge of department operations and familiarity with basic functions of all city departments. Provides high-level administrative and secretarial support to the City Manager’s Office and City Council. This position assists in the coordination of daily operations, communication, and documentation within the City Manager’s Office, and ensures the smooth preparation of City Council meeting agendas as needed, correspondence, and official records. The role requires exceptional organizational skills, discretion, and the ability to handle multiple priorities in a fast-paced, confidential city government environment, and perform other related work as required.
ESSENTIAL JOB FUNCTIONS
Front Desk & Customer Service Operations
· Serve as the primary point of contact for the public, employees, elected officials, external agencies, and visitors to the City Manager’s Office, performing front desk and reception duties, including greeting visitors, screening and routing telephone calls, and directing individuals to the appropriate department, meeting location, or staff member.
· Serve as backup to the City Hall Receptionist as needed.
· Coordinate with designated backup personnel to ensure continuous reception and telephone coverage during absences and maintain a professional reception area that supports the efficient operation of City Hall and the City Manager’s Office.
Executive & Administrative Support
· Serve as backup to the Executive Assistant to the Mayor and City Council/City Manager, performing all essential duties and responsibilities as assigned during their absence.
· Communicate professionally and effectively in person, by telephone, and in writing; respond to inquiries and requests for information and services; provide guidance regarding City policies, procedures, programs, and services; and address concerns and complaints with tact, diplomacy, sound judgment, and a high level of customer service.
· Exercise initiative and independent judgment in responding to inquiries and resolving routine issues while maintaining composure and effectiveness in high-volume, emergency, and rapidly changing situations.
· Monitor visitor activity within the City Manager’s Office and report safety, security, or operational concerns to appropriate personnel.
· Provide professional administrative support to the City Manager’s Office and City Council, including scheduling, calendar management, meeting coordination, travel arrangements, expense reports, correspondence, and special projects.
· Reserve and coordinate meeting rooms and related scheduling requirements.
· Assist in the planning and coordination of special events, community meetings, and other assigned activities, including coordinating food service and related logistical arrangements as needed.
City Council & Government Operations Support
· Prepare, draft, edit, format, distribute, email, print, and mail official correspondence, memoranda, agreements, reports, and other communications on behalf of the City Manager and City Council.
· Prepare and compile City Council agendas, meeting packets, supporting materials, reports, and related documentation in coordination with department directors and the City Secretary’s Office, and distribute materials to City Council members and other officials as appropriate.
· Conduct research and gather information to respond to inquiries and support departmental and organizational operations.
· Assist in the preparation of background materials for Homeowners Association Presidents’ Meetings and post HOA meeting agendas as assigned.
Financial and Office Administration
· Manage procurement and maintenance of office and event supplies.
· Prepare and reconcile departmental invoices, bills, and credit card receipts for payment in accordance with established accounting procedures.
· Perform document scanning, data entry, records management, filing, and other clerical support functions; maintain organized electronic and paper filing systems; and ensure records are maintained in accordance with records retention schedules and records management policies.
· Ensure confidentiality, security, and accuracy of sensitive, confidential, and official information.
OTHER JOB FUNCTIONS
· Perform Notary Public services as authorized and required.
· Attend evening meetings, special events, and other functions as assigned.
· Perform other related duties as assigned to support the effective operation of the City Manager’s Office and City Council.
REQUIRED EDUCATION, DEGREES, CERTIFICATES AND/OR LICENSES
High School diploma required, including courses in clerical subjects; college degree preferred. Must be certified as a notary public or be able to obtain certification within 6 months of employment.
EXPERIENCE, TRAINING, KNOWLEDGE, AND SKILLS
Three (3) or more years of progressively responsible administrative or executive support experience, preferably in a government or public sector setting.
· Strong written and verbal communication skills, with the ability to prepare clear and professional correspondence and reports.
· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and ability to learn municipal software applications.
· Excellent organizational and time-management skills with attention to detail.
· Ability to exercise initiative, sound judgment, and discretion in handling confidential matters.
· Strong interpersonal skills and ability to work effectively with elected officials, staff, and the public.
· Must have ability to mentally focus throughout all assigned job tasks.
· Knowledge of municipal government procedures, open meetings laws, and public records requirements.
· Function and perform assigned tasks efficiently in a small team environment with high-profile assignments and multiple short deadlines. Work independently in the absence of specific instruction or supervision.
WORKING CONDITIONS AND PHYSICAL REQUIREMENTS
· Work is primarily performed in an office environment within City Hall and the City Manager's Office.
· Frequent interaction with the public, elected officials, employees, and external agencies.
· May be required to attend evening meetings, community events, and special functions.
· Work may involve managing multiple priorities, interruptions, and deadlines in a fast-paced environment.
· Exposure to sensitive and confidential information requiring discretion and professionalism.
· Prolonged periods of sitting, standing, and walking.
· Frequent use of a computer, telephone, and other standard office equipment.
· Ability to communicate effectively in person, by telephone, and in writing.
· Ability to lift, carry, and move office supplies, records, meeting materials, and event-related items, typically up to 20–25 pounds.
· Ability to bend, stoop, reach, and file documents.
· Visual acuity and manual dexterity to perform data entry, document review, and administrative tasks.
