Executive Assistant

City of Marysville•Marysville, WA

4d•Onsite

About The Position

Provides a wide variety of highly responsible, technically complex, non-routine, and confidential executive-level administrative support to the City Administrator and Mayor. The position reports directly to the City Administrator. Work follows established procedures and general directions, and the incumbent operates independently, applying established policies and alternatives to make routine judgments and decisions. The Executive Assistant serves as a liaison for the Mayor and City Administrator; manages calendars, meetings, travel, correspondence, records, and inquiries; supports City Council members; coordinates with City departments, outside agencies, and the public; and assists with budgets, invoices, grants, contracts, and executive-office operations. The position also coordinates and supports meetings and events, tracks action items, and trains or mentors administrative staff as needed. The position is performed in an office with usually low to moderate noise and may involve extended screen time. The employee works a regular schedule but must attend some evening or weekend meetings or events and may travel occasionally for training or meetings. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

Four years of increasingly responsible administrative and clerical experience, including at least two years of supervisory responsibility and executive- or elected-level administrative support.
High school diploma or GED.
Must possess, or be able to obtain within one month of hire, a Washington State Driver’s License.
A combination of experience, education, and training that provides an equivalent background to perform the work.

Nice To Haves

Experience in a high-level executive office.
Local government experience.
Previous grant and contract administration experience.
Associate’s degree from an accredited college or technical school in public administration, communications, business, or a related field.
Bachelor’s degree.

Responsibilities

Act as a department liaison for the Mayor and City Administrator when dealing with the public and other agencies, determine the nature and urgency of business, answer questions, handle general problems, and use discretion regarding information released.
Manage department public disclosure requests and comply with state records-retention laws for materials passing through the Executive Office.
Maintain the Mayor’s and City Administrator’s calendars, organize meetings, and arrange travel.
Answer and screen the City Administrator’s phone line and incoming mail, directing inquiries as appropriate.
Establish and maintain systems for tracking Executive Office details, records, and information retrieval.
Provide City Council members with travel support, expense reimbursement assistance, and meeting schedule coordination.
Coordinate department activities, meetings, and events with City departments, outside agencies, and the public.
Track meeting action items and ensure follow-up.
Coordinate, refer, investigate, and respond to inquiries and complaints from citizens and officials; prepare draft correspondence in response.
Serve as contact and liaison for assigned functions and programs with City departments and staff, the public, outside agencies, and organizations; explain programs, policies, and activities and refer sensitive or controversial issues to executive or management staff as appropriate.
Compose, transcribe, type, review, and proofread correspondence, memoranda, reports, contracts, legal documents, meeting minutes, and other documents.
Relay information, instructions, and requests among the Executive Office, department directors, City employees, elected officials, and other parties as directed.
Approve bills and invoices for payment, ensure correct budget line-item coding, prepare and transmit financial documents, and prepare and analyze the Executive Department budget under the City Administrator’s direction and in coordination with division managers.
Track and complete federal, state, and local grant applications and mandatory reporting; research funding notices and grant opportunities.
Organize, coordinate, and professionally represent the City at business and meeting functions, including those involving other governmental agencies and officials.
Coordinate meeting logistics and support, including reserving space, contacting participants, preparing agendas, arranging technology, taking minutes, ordering food and beverages as appropriate, and handling follow-up.
Assist with developing and implementing goals, objectives, strategies, policies, procedures, and work plans; provide training within and across departments.
Order and maintain department office-supply inventory.
Mentor and train other administrative staff within the department as needed.
Perform related duties, responsibilities, and special projects as assigned.