Executive Administrative Coordinator / Deputy City Manager

City of Webster Groves•City Hall, MO

9h•Onsite

About The Position

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.

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.
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

Nice To Haves

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.

Responsibilities

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.
Makes recommendations to improve efficiencies in processes and procedures 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.