Executive Assistant - Corporate Services & Human Resources (Exempt)

City of Vernon•Fergus Falls, MN

16d

About The Position

Reporting to the Director, Corporate Administration, and the Director, Human Resources, this role provides confidential support in performing a variety of clerical and administrative duties including organizing, coordinating, tracking, and expediting the flow of work to support the Divisions. Duties Include: Provides administrative assistance to divisions, as required. Prepares, organizes, and maintains highly confidential files and records of the City. Assists with financial matters and monitors expenditures, flagging budget and expenditure variances for review. Organizes meetings, prepares comprehensive agendas, records minutes, and tracks action items. Prepares reports, technical and legal correspondence, notices, bylaws, agreements, and contracts. Assists with organizing events. Schedules appointments, meetings, and coordinates related arrangements as required. Provides data and background research to support informed decision making, as directed. Provides project coordination support, applying strong analytical skills and sound judgment to advance project goals. Prepares confidential correspondence and materials and distributes reports, memorandums, and other communications as directed. Performs various clerical duties including maintaining departmental files and records, copying and distributing a variety of documents, and following up on outstanding documents. Proofreads and provides suggestions, as required. Handles sensitive corporate information and maintains proper confidentiality. Coordinates the needs and demands of multiple people to create a workable schedule. Responds to public and staff inquiries on matters relating to the Division(s) and provides information or re-directs to appropriate staff. Receives and processes invoices by reviewing and distributing to appropriate division for validation and final approval. Provides coverage to the Executive Assistant, Mayor and CAO. Performs other related duties as assigned. All persons employed by the City of Vernon will be required to assist the City in providing emergency services. Duties assigned during an emergency may differ from regular duties.

Requirements

Post-secondary diploma in Business Administration, Public Administration, or related discipline.
A minimum of three (3) years executive assistant experience, preferably within a municipal environment.
Equivalent combination of education and experience may be considered.
Ability to exercise sound judgement, discretion, diplomacy, and political acuity.
Strong executive communication and document preparation skills.
Demonstrated technical aptitude and digital literacy, including experience working in an enterprise system.
Financial tracking and municipal systems knowledge.
Ability to work with minimum direction while managing competing priorities and maintaining a high level of attention to detail.
Demonstrated ability to interact with diverse internal and external contacts with tact, professionalism.
Skilled at maintaining cooperative working relationships.
High emotional intelligence and conflict management capability.
Working knowledge of a complex corporate records management system.
Solid understanding of municipal operations, organizational structures, and the programs and priorities that guide local government service delivery

Nice To Haves

Knowledge of the Community Charter, Local Government Act, and FOIPPA Legislation.
Experience working in a unionized environment.
Degree in Public Administration, Business Administration, or related discipline.
Education in Local Government Courses.

Responsibilities

Provides administrative assistance to divisions, as required.
Prepares, organizes, and maintains highly confidential files and records of the City.
Assists with financial matters and monitors expenditures, flagging budget and expenditure variances for review.
Organizes meetings, prepares comprehensive agendas, records minutes, and tracks action items.
Prepares reports, technical and legal correspondence, notices, bylaws, agreements, and contracts.
Assists with organizing events.
Schedules appointments, meetings, and coordinates related arrangements as required.
Provides data and background research to support informed decision making, as directed.
Provides project coordination support, applying strong analytical skills and sound judgment to advance project goals.
Prepares confidential correspondence and materials and distributes reports, memorandums, and other communications as directed.
Performs various clerical duties including maintaining departmental files and records, copying and distributing a variety of documents, and following up on outstanding documents.
Proofreads and provides suggestions, as required.
Handles sensitive corporate information and maintains proper confidentiality.
Coordinates the needs and demands of multiple people to create a workable schedule.
Responds to public and staff inquiries on matters relating to the Division(s) and provides information or re-directs to appropriate staff.
Receives and processes invoices by reviewing and distributing to appropriate division for validation and final approval.
Provides coverage to the Executive Assistant, Mayor and CAO.
Performs other related duties as assigned.
All persons employed by the City of Vernon will be required to assist the City in providing emergency services.