Executive Assistant

City of High Point•High Point, NC

4d•Onsite

About The Position

The Executive Assistant is an important team member of the City Attorney’s Office, who is responsible for handling the day-to-day administrative and support functions. Work is performed under the general supervision of the City Attorney. The City Attorney’s Office represents the City of High Point and performs highly complex legal work in a fast-paced environment for a wide variety of clients, including the Mayor, City Council, City management, and City staff across more than twenty departments. Similar to a general counsel’s office in the public or private sector, the focus here is practicing law.

Requirements

Broad and proficient knowledge of methods, practices, techniques, and equipment for office administration.
Ability to interact and work productively with a wide range of groups, including but not limited to Council members, appointed board members and commissioners, City management, City staff, and the general public.
Professional communication skills, both oral and written.
Bachelor’s degree with at least three (3) years of progressive office administration experience; or associate’s degree in office administration, business, accounting/finance, paralegal studies/technology, or a related field, with at least five (5) years of progressive office administration experience; or high school diploma or equivalent with at least ten (10) years of progressive office administration experience.
North Carolina Notary Public, or ability to become one within three (3) months of start date.
Valid driver’s license in North Carolina or another state.
Proficiency in Microsoft Office Suite and Adobe Acrobat, and the ability to quickly learn new software, e.g. legislative/civic engagement, timekeeping, payroll, and enterprise resource planning platforms.
Ability to effectively and efficiently handle multiple projects simultaneously.
Hearing/Speaking - Expressing and/or receiving information by means of spoken word are both necessary to converse with internal and external customers including co-workers, citizens, and applicants.
Visual Abilities – the ability to perceive via eyesight is required for this position: Acuity, far – clarity of vision at 20 feet or more. Must be able to see from a distance when administering and observing employment tests, operating a motor vehicle, or addressing an audience. Acuity, near – clarity of vision at 20 inches or less. Must be able to see work-related business documents close at hand. Depth perception – Three-dimensional vision and the ability to judge distance and space relationships. Field of Vision – the area that can be seen up and down or to the right or left while eyes are focused on one point. Must be able to see a wide span of area. Accommodation – Must be able to adjust the eye lens to glance quickly.
Physical Strength – degree of physical demands typically associated with this position include: Light Work Exerting up to 50 pounds of force occasionally; and/or Exerting up to 10 pounds of force frequently; and A negligible amount of force constantly to handle or move materials related to the position.
Type of Physical Demands Reaching - Extending the hand(s) or arm(s) in any direction. Handling - Seizing, holding, grasping, turning, or otherwise working with hand(s). Fingering - Picking, pinching or otherwise working with fingers primarily rather than the entire hand or arm.
Mental Activity/Requirements Reasoning: Ability to apply principles of logical thinking combined with knowledge of principles and practices of public personnel and employment laws to work tasks and handle practical situations, comprehend, and respond to a variety of situations in a timely fashion and exercise good judgment.
Mathematics Ability: Using arithmetic and/or Statistics: Ability to direct and oversee the use of arithmetic and/or statistics in the preparation of a variety of tests and reports.
Language Ability: The ability to speak, read and write the English Language are required for this position.

Nice To Haves

Office administration experience in an in-house attorney setting or private practice/law firm setting.
A high degree of initiative, with the ability to work independently.
Strong focus on client service with a commitment to continuous improvement.
Demonstrated experience meeting and exceeding goals in a fast-paced work environment.

Responsibilities

Oversee budget and human resources responsibilities, including but not limited to payroll activities and time keeping.
Requisition, payment, and reconciliation of outside invoices, credit card statements, et al., in accordance with accounts payable procedures.
Handles travel arrangements, reservations, and registrations for conferences and continuing legal education, and then prepares and submits the travel reports and reimbursement requests.
Assists with drafting, processing, and preparation of correspondence and legal documents.
Maintain the City Attorney’s Office filing system, which includes both physical and electronic files.
Manages inventory of office supplies.
Schedules meetings and appointments, as directed.
Assists with research and special projects, as directed.
Performs other clerical and administrative tasks, as directed.