Executive Assistant

City of Henderson Kentucky•Henderson KY 42420, KY

About The Position

The Executive Assistant provides administrative and secretarial assistance to the Office of the City Manager. The role requires discretion, sound judgment, confidentiality, the ability to prioritize multiple assignments and follow projects through to completion, and the ability to adapt productively to change. Duties are performed with minimal direct supervision. The position also serves as Acting City Clerk when the City Clerk is unavailable, after being designated and sworn in. The listed duties are illustrative and may be supplemented or changed by the employer.

Requirements

High school diploma required.
Six years of progressively responsible experience, including executive secretarial work, required.
Excellent analytical, interpersonal, problem-solving, communication, writing, and editing skills required.
Proficiency with Microsoft Office products, including Word, Excel, PowerPoint, and desktop publishing, required.
Typing/keyboarding speed of 40 words per minute required.
Ability to review, classify, categorize, prioritize, and analyze data and exercise discretion in applying established standards.
Ability to influence and persuade others in a de facto capacity under the authority of the City Manager.
Ability to operate equipment, machinery, tools, or materials requiring complex and rapid adjustments.
Ability to use reference, descriptive, and advisory information; perform basic arithmetic and percentage calculations; use fractions; and interpret graphs.
Ability to exercise independent judgment, decisiveness, confidentiality, and creativity when evaluating information and resolving problems.
Ability to exert light physical effort in sedentary-to-light work, including occasional lifting, carrying, pushing, or pulling objects weighing 5–10 pounds.
Ability to work for extended periods at a keyboard or workstation and to perceive sounds and visual cues or signals and communicate orally.
A current Notary Public commission is required for the assigned notarization duties.

Nice To Haves

Associate’s degree with coursework emphasis in secretarial science, business practices, or a closely related field preferred.
Equivalent combinations of education, training, and experience may be considered if they provide the requisite knowledge, skills, and abilities.

Responsibilities

Gather, organize, and prepare meeting agenda items; collate and distribute agenda packets and informational materials to the Board of Commissioners, City Manager, and department heads.
Follow up on previous Board meetings by compiling and transmitting requested data and preparing related reports and correspondence.
Answer and screen telephone calls, provide information, take or relay messages, route calls, evaluate requests and complaints, and report matters to the appropriate department for resolution.
Schedule meetings and appointments for the City Manager and Board of Commissioners; arrange out-of-town meetings and travel itineraries; and maintain the calendar.
Review City travel requests for accuracy.
Open and sort incoming mail and evaluate, copy, or distribute it as appropriate.
Process temporary and permanent right-of-way encroachment permits, mobile food vending permits, sidewalk dining permits, event permits, and right-of-way closures.
Process Administrative Hold reviews requested by departments.
Process and maintain the annual record of participating vendors for the Entertainment Destination Center/Sunset District.
Review and audit department expenses and monthly and year-to-date reports concerning departmental status, revenue, expenditures, and expenses.
Prepare claim vouchers, purchase requisitions, and annual budget forms.
Prepare and audit department payroll and leave slips as required; audit payroll for department heads.
Prepare public hearing notices based on budget requests; research prior fiscal-year files, update recipient information, and compose and transmit correspondence regarding new agreements.
Type and edit correspondence, memoranda, reports, and related documents from rough drafts; review documents prepared by others before final distribution.
Compose or compile correspondence, memoranda, and reports based on subject-matter knowledge, instructions, or precedent.
Review reports and documents, compare them with prior reports or other data, and bring significant items, changes, errors, or omissions to the executive's attention.
Produce and maintain computerized and hard-copy files.
Conduct detailed and special research and respond to information requests concerning ordinances, laws, policies, rules, and fiscal, administrative, and program functions.
Perform routine clerical work, including filing, copying, faxing, data entry, and preparing forms.
Maintain a current Notary Public commission to notarize required documents.
Serve as Acting City Clerk when designated and sworn in and when the City Clerk is unavailable.
Perform other related duties as required, necessary, or assigned.