Executive Assistant to the City Manager

City of Shoreline•Shoreline, WA

3d•Hybrid

About The Position

The City of Shoreline is seeking a candidate with excellent written and verbal communication skills to perform a wide variety of responsible, confidential and complex administrative, technical and secretarial duties for the City Manager, Deputy City Manager and City Council. This role will act as a liaison with City departments, staff, outside agencies and the general public, and ensure the efficient operation of the City Manager's office. The position provides oversight and supervision to an Administrative Assistant III position. The City Manager's Office consists of 13 staff members who provide City Council support, organization leadership, communications, intergovernmental relations, and economic development services. The office is staffed by a dedicated team who provide highly valued public services to the community.

Requirements

Knowledge of Department operations, programs, functions and activities of the office of the top executive of an organization.
Policies and procedures of local government organizations.
Principles of writing, editing and report preparation.
Principles and procedures of record keeping, storage and maintenance.
Basic expenditure procedures and management of departmental budgets.
Office procedures, methods and equipment.
Applicable computer software applications.
Principles of supervision, training and performance evaluation.
Ability to participate and work effectively in an organization committed to advancing principles and practices of equity and anti-racism.
Ability to perform responsible and difficult secretarial and administrative support involving the use of independent judgment and personal initiative.
Ability to ensure the smooth operation of the City Manager's Office.
Ability to understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Ability to respond to requests and inquiries from the general public.
Ability to work independently in the absence of direct supervision.
Ability to select, supervise, train and evaluate staff.
Ability to oversee, direct and coordinate the work of lower-level staff.
Ability to maintain confidentiality.
Ability to communicate clearly and concisely, both verbally and in writing.
Ability to effectively respond to community member complaints and inquiries.
Ability to establish and maintain effective working relationships with those contacted in the course of work.
Six years of increasingly responsible administrative and secretarial experience including three years at the executive level.
Graduation from an accredited high school or possession of an acceptable equivalency diploma, supplemented by college level course work in public administration, communications or a related field.
Establishment of employment authorization and identity at the time of hire.
Applicants must reside in the State of Washington.
Successful completion of a skills assessment of the various Microsoft Office Suite programs that are required for this role.
Successful completion of reference checks, including at least one prior supervisor.

Nice To Haves

The City's mission is to fulfill the community’s vision through highly valued public service. Our employees work relentlessly to achieve organizational goals while embracing the City’s values.

Responsibilities

Perform a wide variety of responsible, confidential, technical and administrative support duties for the City Manager, Deputy City Manager and City Council; ensure the smooth and efficient operation of the City Manager's Office.
Maintain calendars of activities, meetings and various events; coordinate activities with City departments, the public and outside agencies; coordinate travel arrangements.
Receive, sort and distribute correspondence to City staff, City Manager, Deputy City Manager and City Council; compose and return correspondence as appropriate.
Administer the budget for the City Manager's Office and City Council by processing and tracking invoices, expense reports, petty cash transactions and credit card purchases; maintain accurate and complete financial records.
Research and plan various activities and details associated with meetings, retreats, conferences and business trips.
Draft meeting agendas; manage City Council Meeting agenda planner process.
Answer questions and provide information to the public regarding Departmental and City procedures and policies; follow up on sensitive customer complaints and inquiries, redirecting to appropriate personnel as required.
Oversee City Manager, Deputy City Manager, City Manager's Office and City Council filing systems and records; develop and implement filing systems; modify systems as appropriate.
Provides supervision for assigned staff; participates in selection, training, performance management and professional development.
Perform related duties and responsibilities as required.