Executive Assistant

City of Concord•Concord, CA

32d

About The Position

The purpose of this position is to provide administrative support for the City Manager’s Office. Essential Duties and Responsibilities: Provides administrative support by handling calls, visitors, and mail, maintaining personnel files and spreadsheets, managing calendars, scheduling conferences and training rooms, interacting with public officials, external agencies, executive management, and staff, processing payroll, and assisting with department specific programs and events. Responds to requests for information and assistance and resolves citizen concerns and complaints. Serves as lead office support contact by answering questions on policies, procedures, and practices for the department. Prepare official documents for the City Manager, Mayor and City Council. Maintains contract records by entering contracts and distributes finalized documents to the appropriate departments. Prepares purchase orders, processes invoices and ensures timely payment in accordance with City procedures, enters and reconciles credit card receipts for City Manager’s Office staff. Orders and maintains office supplies. Assists with budget preparation and administration by processing related accounts payable or receivable. Supplemental Functions: Performs other similar duties as required.

Requirements

Modern office procedures
Customer service principles
Basic accounting principles
Basic budgeting principles
Recordkeeping principles
Grammar, punctuation, and spelling principles
Office management principles
Inventory maintenance principles
Basic mathematical concepts
Valid North Carolina Driver’s License
Possession of or ability to obtain a Valid North Carolina Notary License within six (6) months from date of hire. Failure to obtain within 6 months from date of hire may result in termination.
Operating computers and applicable software applications
Preparing a variety of reports
Prioritizing work and performing multiple tasks
Providing customer service
Maintaining various confidential records
Working independently
Performing mathematical calculations
Operating modern office equipment
Preparing business correspondence
Conducting research
Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

Responsibilities

Provides administrative support by handling calls, visitors, and mail
Maintaining personnel files and spreadsheets
Managing calendars
Scheduling conferences and training rooms
Interacting with public officials, external agencies, executive management, and staff
Processing payroll
Assisting with department specific programs and events
Responds to requests for information and assistance and resolves citizen concerns and complaints
Serves as lead office support contact by answering questions on policies, procedures, and practices for the department
Prepare official documents for the City Manager, Mayor and City Council
Maintains contract records by entering contracts and distributes finalized documents to the appropriate departments
Prepares purchase orders, processes invoices and ensures timely payment in accordance with City procedures
Enters and reconciles credit card receipts for City Manager’s Office staff
Orders and maintains office supplies
Assists with budget preparation and administration by processing related accounts payable or receivable
Performs other similar duties as required