Executive Assistant To City Manager

City Of Mcalester • McAlester, OK

379d

About The Position

The Executive Assistant to the City Manager provides high-level administrative support to the Chief Executive Officer of the City of McAlester. This role involves managing office operations, handling communications, and assisting with various tasks related to the City Manager's office, ensuring efficient functioning and coordination with other city departments and officials.

Requirements

• Proficient in Microsoft Word, Outlook, Excel, Adobe Acrobat, and PowerPoint.
• Knowledge of accounting software, specifically the City Incode System.
• Experience with electronic filing software, such as Paper Tiger.
• Ability to handle confidential information with discretion.
• Strong organizational and multitasking skills.

Nice To Haves

• Experience in a government or municipal setting.
• Familiarity with city ordinances and resolutions.

Responsibilities

• Manage information requests by the City Manager.
• Greet visitors and screen telephone calls, written and electronic communications.
• Interact with City Council Members on various requests.
• Back up the City Clerk's position when out of the office.
• Work closely with the City Attorney on various issues and City Council Agenda items.
• Manage and maintain the City Manager's calendar, schedule appointments, and arrange travel.
• Coordinate meetings and events.
• Process purchase requisitions and maintain supplies for the City Manager's office.
• Type, proofread, and compose correspondence, memos, and reports.
• Prepare City Council Agenda, make copies, assemble packets, and distribute them.
• Record, transcribe, and distribute minutes of various meetings.
• Conduct research, collect and analyze data to prepare reports and documents.
• Handle confidential information with discretion and diplomacy.
• Take notes at City Council Meetings and follow through on requests from Council Members and Citizens.
• Assist in the preparation of the Midyear Budget Review and presentation to Council.
• Assist in the preparation of the Annual Budget and distribute materials.
• Assist in the preparation of the City Five-Year Capital Improvement Plan (CIP).
• Maintain records management database system Paper Tiger and filing documents.
• Take minutes at Fire and Police Negotiations and update contracts and manuals.
• Take notes at weekly Staff Meetings and distribute them to the City Council.
• Coordinate, prepare agenda, distribute, and take minutes for the Audit and Finance Advisory Committee.
• Prepare PowerPoint presentations for meetings.
• Enter payroll for the City Manager's Office.
• Open, sort, and distribute incoming correspondence.
• Liaise with internal staff at all levels.
• Set up Quarterly Employee meetings and prepare presentations.
• Occasionally prepare City Ordinances and Resolutions.
• Schedule meetings for City Hall Second Floor Conference Room.

Benefits

• Competitive pay range of $19.73 to $25.19 based on experience.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed