Council Executive Assistant

City of Prescott • Prescott, AZ

7d • $27 - $40 • Onsite

About The Position

Performs professional, top level, confidential, and complex administrative support for the Mayor and Council; serves as a liaison between the public, the City Manager's Office, and City Council; has considerable contact with the public via phone, in person, in writing, and through electronic communications; and manages special projects for the Mayor and Council.

Requirements

• High school diploma or GED equivalent required.
• Five (5) years of experience demonstrating working in a diversified executive administrative support capacity; or any combination of training, certifications, or qualifying experience that provides the ability to successfully fulfill the essential knowledge, skills, and abilities to perform the essential functions of the position.
• Knowledge of the City's governmental organization, policies, and procedures.
• Knowledge of office management/administrative support practices and procedures.
• Knowledge of public relations/customer service principles, practices, and techniques.
• Knowledge of business English, spelling, math, bookkeeping, or accounting.
• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of PC software applications for word processing, spreadsheets, graphic presentations, database management, etc.
• Skill in handling and prioritizing multiple projects.
• Skill in preparing and maintaining accurate records, reports, files, written documents, and meeting minutes.
• Skill in using proper sentence construction, punctuation, and grammar.
• Skill in utilizing public relations techniques in responding to inquiries and complaints.
• Skill in communicating effectively with customers, clients, and the public in person or by telephone.
• Skill in responding appropriately to public inquiries and presenting a positive public image.
• Skill in planning and organizing own work.
• Ability to work effectively under challenging situations.
• Ability to maintain confidentiality and security of records and information
• Ability to maintain complex records and assemble and organize data as requested.
• Ability to analyze issues and provide solutions.
• Ability to independently make decisions and exercise good judgment in performing administrative support task.
• Ability to apply diplomacy and discretion when handling confidential, legal, and sensitive matters.
• Ability to perform routine office management details without referral to supervisor.
• Ability to perform special projects as assigned.
• Ability to establish and maintain effective working relationships with elected officials, department heads, employees, other government offices, business and professional groups, and the general public.

Responsibilities

• Supports the City's Elected Officials; composes, prepares and types reports, communications, written documents, and other correspondence requiring independent judgment in handling format, procedure, and context.
• Oversees plans; reviews and recommends new or enhanced operating procedures; and sets up and maintains complex electronic and paper filing systems,
• Leads special projects as required by the Mayor and Council including research, planning, coordination, and supervision of projects/events.
• Composes correspondence; compiles support materials for the Mayor and Council.
• Receives, investigates, and responds to sensitive phone calls, citizen inquiries, and/or complaints that may involve confidential matters.
• Schedules meetings and appointments; assists in the planning, preparing, organizing and scheduling of events for the Mayor and Council.
• Maintains electronic calendars; coordinates business dates; makes travel arrangements; greets visitors; screens, responds to, and/or routes incoming mail and telephone calls; and attends meetings.
• Reconciles P-Cards for assigned area, processes invoices, travel authorizations, and travel reimbursements.
• Performs basic technical support for Elected Officials.
• Understands established policy and provides information for the resolution of problems; performs complex, diversified, and specialized administrative work in providing executive assistance.
• Maintains office files, orders office supplies.
• Ensures Elected Officials have all materials needed on time to prepare for City Boards, Commissions, Committees, local government, County, and Northern Arizona representative meetings as they are assigned to attend.
• Performs other duties as assigned.

Benefits

• A diverse range of complimentary mental health and wellness services is available, including an Employee Assistance Program, a free subscription to Calm, and health coaching
• Paid time off up to 20 days in first year of employment
• 10 paid holidays and 1 floating holiday per year
• Free employee only coverage for medical, dental, vision, short-term disability, and life insurance
• Free family coverage for select medical and dental plans
• Pension and long-term disability through Arizona State Retirement System, click here for more details
• Supplemental benefits such as deferred compensation plans and additional life insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 251-500 employees