EXECUTIVE ASSISTANT TO THE CITY MANAGER

City of Amarillo•New, KY

19h•$22 - $26•Onsite

About The Position

This position provides a variety of highly responsible administrative support functions in the City Manager’s Office to include providing complex clerical and administrative support, providing liaison service for various internal/external committees and groups; assisting to resolve citizen issues; creating periodic reports; tracking of City Manager Department tasks and assignments, coordinating of calendars, and providing other administrative support as requested by the City Manager, Deputy City Manager and Assistant City Managers. ESSENTIAL RESPONSIBILITIES Provides complex staff assistance and high-level administrative support to the City Manager’s Office, including the City Manager, Deputy City Manager, Assistant City Managers, Chief Financial Officer, members of the Governing Body as assigned, and others as assigned, recognizing that some members of the City Manager’s Office may have separate administrative support. Prepares the Weekly City Manager Report for distribution to the Governing Body and Department Heads and prepares other periodic and special reports, correspondence, letters, and forms for the City Manager’s Office and Governing Body as needed. Assists the City Manager’s Office and City departments in the resolution of complex citizen issues and concerns, including responding to inquiries, gathering information, and coordinating appropriate follow-up on behalf of City leadership and, when assigned, members of the Governing Body. Assists the City Manager’s Office with tracking of assignments, tasks, high‑priority initiatives, projects, developments, legislative items, and deadlines as assigned, and provides regular status updates as requested. Assists with contract tracking and processing leading up to City Manager review and signature, ensuring required documentation is complete and routed appropriately. Coordinates and supports education, transition, and special programs such as New Employee Orientation, Amarillo 101, and other special events, meetings, and projects as assigned, including Governing Body participation and logistics when requested. Assists with scheduling of appointments and maintenance of calendars for members of the City Manager’s Office and, as needed and when requested, for members of the Governing Body, including coordinating related meeting logistics and follow-up. Schedules and coordinates meetings, including arranging logistics and technology needs, preparing and distributing agendas and materials, taking meeting notes as assigned, and performing setup and cleanup, for the City Manager’s Office and, when directed, for members of the Governing Body. Assists the City Secretary with coordinating City Council meetings and provides related administrative support to the City Manager’s Office and Governing Body as needed. Assists with coordinating travel arrangements and itineraries for members of the City Manager’s Office and, when assigned, for members of the Governing Body, including registration, lodging, and reimbursement documentation. Answers phone calls, assists citizens and stakeholders with general questions, and relays messages and information to members of the executive offices, department directors, and, when appropriate, members of the Governing Body in a timely and professional manner. Gathers background information and context to help prepare members of the City Manager’s Office and, when assigned, members of the Governing Body for speaking engagements, meetings, public appearances, and other city interactions. Conducts research and analysis on issues, programs, and initiatives as assigned by the City Manager’s Office, and summarizes findings in clear, concise formats for use by City leadership and the Governing Body. Assists with tracking legislative developments and related information when assigned by the City Manager’s Office, based on issues identified by City leadership. Facilitates communication and information exchange with outside entities, including other local governments, state agencies, community organizations, and private sector partners, as assigned by the City Manager’s Office. Supports members of the Governing Body, as assigned by the City Manager’s Office, by assisting with constituent inquiries, meeting preparation, and follow-up coordination with City departments, ensuring clear documentation and timely resolution. Performs other job-related duties as assigned.

Requirements

Requires an Associates Degree; Bachelors preferred; or its equivalent and a minimum of three years of related administrative experience.
Must have good typing skills, 30 wpm is preferred.
A Notary Public required or ability to obtain within 90 days of date of hire.
Valid Texas Driver’s License required.
The City may consider an combination of education and experience in determining a candidates minimum qualifications.
Requires good multi-tasking skills.
Ability to communicate effectively with the public and handle confidential matters.
Skill in oral and written communication.
Ability to use a computer for data entry, word processing and accounting purposes.
Ability to operate standard office equipment including multi-line telephone, copier, fax, scanner, digital filing system, and manual files.
Ability to establish and maintain an effective rapport with all levels of city management, vendors, contractors, promoters, media, community business organizations and the general public.
Ability to exercise rational judgement when decision making and troubleshooting challenges.
Ability to learn and utilize digital platforms such as Microsoft Teams, Monday.com, Microsoft Office, Workday, and Perplexity.

Responsibilities

Provides complex staff assistance and high-level administrative support to the City Manager’s Office, including the City Manager, Deputy City Manager, Assistant City Managers, Chief Financial Officer, members of the Governing Body as assigned, and others as assigned, recognizing that some members of the City Manager’s Office may have separate administrative support.
Prepares the Weekly City Manager Report for distribution to the Governing Body and Department Heads and prepares other periodic and special reports, correspondence, letters, and forms for the City Manager’s Office and Governing Body as needed.
Assists the City Manager’s Office and City departments in the resolution of complex citizen issues and concerns, including responding to inquiries, gathering information, and coordinating appropriate follow-up on behalf of City leadership and, when assigned, members of the Governing Body.
Assists the City Manager’s Office with tracking of assignments, tasks, high‑priority initiatives, projects, developments, legislative items, and deadlines as assigned, and provides regular status updates as requested.
Assists with contract tracking and processing leading up to City Manager review and signature, ensuring required documentation is complete and routed appropriately.
Coordinates and supports education, transition, and special programs such as New Employee Orientation, Amarillo 101, and other special events, meetings, and projects as assigned, including Governing Body participation and logistics when requested.
Assists with scheduling of appointments and maintenance of calendars for members of the City Manager’s Office and, as needed and when requested, for members of the Governing Body, including coordinating related meeting logistics and follow-up.
Schedules and coordinates meetings, including arranging logistics and technology needs, preparing and distributing agendas and materials, taking meeting notes as assigned, and performing setup and cleanup, for the City Manager’s Office and, when directed, for members of the Governing Body.
Assists the City Secretary with coordinating City Council meetings and provides related administrative support to the City Manager’s Office and Governing Body as needed.
Assists with coordinating travel arrangements and itineraries for members of the City Manager’s Office and, when assigned, for members of the Governing Body, including registration, lodging, and reimbursement documentation.
Answers phone calls, assists citizens and stakeholders with general questions, and relays messages and information to members of the executive offices, department directors, and, when appropriate, members of the Governing Body in a timely and professional manner.
Gathers background information and context to help prepare members of the City Manager’s Office and, when assigned, members of the Governing Body for speaking engagements, meetings, public appearances, and other city interactions.
Conducts research and analysis on issues, programs, and initiatives as assigned by the City Manager’s Office, and summarizes findings in clear, concise formats for use by City leadership and the Governing Body.
Assists with tracking legislative developments and related information when assigned by the City Manager’s Office, based on issues identified by City leadership.
Facilitates communication and information exchange with outside entities, including other local governments, state agencies, community organizations, and private sector partners, as assigned by the City Manager’s Office.
Supports members of the Governing Body, as assigned by the City Manager’s Office, by assisting with constituent inquiries, meeting preparation, and follow-up coordination with City departments, ensuring clear documentation and timely resolution.
Performs other job-related duties as assigned.