Executive Assistant

City of Morgantown•Morgantown, WV

About The Position

The Executive Assistant to the City Manager works under the supervision of the City Manager and Assistant City Manager, providing secretarial, clerical, and administrative support. The position helps the City Manager carry out policies enacted by the Council, oversee and administer the City, and maintain inter-governmental relationships. The Executive Assistant serves as Office Manager for the City Manager’s office and as an initial point of contact for residents, employees, contractors, elected officials, members of the press, City departments, and other governmental agencies. The role involves coordinating schedules, correspondence, meetings, travel, research, projects, records, purchasing and payment processing, bank statements for City-issued P-cards, and annual fiscal-year budget documents. The position handles confidential and sensitive information, coordinates follow-up on City Council meeting items, and performs public relations functions. This is a permanent, full-time, non-exempt position scheduled Monday through Thursday, 7:00 a.m. to 5:30 p.m. The starting salary is $20.92 per hour.

Requirements

Associate degree in a related field, or completion of specialized technical, business, or vocational training equivalent to two years of post-secondary education.
At least five years of progressively responsible administrative support to executive leadership, or an equivalent combination of education, training, and experience.
Demonstrated proficiency in office administration, executive support, business communications, records management, calendar and meeting coordination, and modern office technology and software applications.
Proficient ability to use computerized word-processing, spreadsheet, and presentation programs.
Analytical problem-solving, decision-making, priority-setting, and multitasking skills.
Time and stress management skills.
Ability to handle frequent internal and external contacts, complaints, and non-routine problems requiring in-depth discussion or persuasion.
Ability to work in a busy environment with multiple projects and frequent interruptions.

Nice To Haves

Bachelor’s degree.
Specialized training in secretarial science, business administration assistance, and/or legal office assistance.
Increasing skill and responsibility in secretarial and/or administrative support within a professional design office, such as planning, architecture, or engineering, and/or a legal office.

Responsibilities

Assist the City Manager and Assistant City Manager under general direction.
Schedule and follow up on matters, coordinating within and outside the organization.
Read and route incoming mail, locate and attach appropriate files for correspondence, and prepare outgoing mail.
File correspondence and other records.
Answer telephone calls, provide information or route calls to the appropriate official, and place outgoing calls.
Maintain the appointment calendar; organize meetings; and track deadlines and resolutions of important issues.
Greet visitors, determine the nature of their business, and direct them to the appropriate person.
Receive inquiries from citizens, elected officials, members of the press, City departments, and other governmental agencies; prepare and provide responses.
Prepare agendas for staff and other designated meetings, complete calendars for upcoming meetings, and prepare meeting summaries.
Compile data for meetings, reports, community presentations, Council meetings, and legislative presentations.
Make travel arrangements and process travel arrangements and post-travel paperwork in accordance with City policy and procedures.
Conduct complex administrative research projects by gathering and organizing information from various sources and departments.
Perform public relations functions with the public, department heads, officials, personnel, and visitors.
Review correspondence for routing or processing routine matters and draft responses for appropriate signature.
Interpret administrative policies and decisions as explained and directed; relieve the City Manager of clerical details, operational administrative matters, and City Council agenda matters.
Serve as Office Manager for the City Manager’s office.
Follow up with department directors on matters requiring additional action after City Council meetings.
Prepare detailed research projects as assigned by the City Manager.
Maintain frequent communication with all levels of City government, external agencies, and the general public.
Manage confidential and sensitive information and data and seek resolution.
Coordinate and provide project management oversight for assigned organizational programs and projects.
Process purchase orders and payment receipts.
Process monthly bank statements for City-issued P-cards.
Assist with preparation of annual fiscal-year budget documents.
Promote a professional, courteous image when representing the City of Morgantown.
Use office equipment and computers for extended periods and occasionally lift supplies and materials weighing up to 25 pounds.