Executive Assistant to the Mayor ADM/1
Administration
JOB SUMMARY
This position is responsible for coordinating administrative functions for the Mayor’s Office.
MAJOR DUTIES
- Provides administrative support for the Mayor; performs a variety of clerical and administrative functions, including scheduling appointments and meetings, drafting letters and other documents, and overseeing special projects.
- Assists in the preparation of resolutions and ordinances for the City Council; takes minutes of Council meetings as needed; attends meetings and maintains list of action items.
- Attends meetings and records minutes for the Board of Zoning Adjustments, Eufaula Planning Commission, Eufaula Historic Preservation Commission, Eufaula Airport Board, Eufaula Healthcare Authority, Eufaula/Barbour Historic Foundation, Eufaula Waterworks and Sewer Board, and Eufaula Industrial Development Board.
- Processes and reviews all applications for the Planning Commission, Board of Zoning Adjustments, and Historic Preservation Commission; prepares packets for distribution to members and the press; sends required legal notifications of meetings to adjoining property owners; prepares agendas and schedules meetings; maintains calendars and meeting schedules.
- Enforces codes and ordinances; investigates complaints from citizens; conducts follow-up inspections to ensure compliance; coordinates activities with the Code Enforcement Officer.
- Conducts interviews, discussions, and research to gather information for review by the Mayor prior to meetings.
- Serves as a liaison between the Mayor and department heads to exchange information.
- Answers telephone and greets visitors; provides information and assistance as needed.
- Prepares correspondence, proclamations, certificates of appreciation, letters of support, etc. for the Mayor.
- Maintains office files and records.
- Makes travel arrangements for the Mayor and Council.
- Provides assistance to the Economic Development Director of the Eufaula Barbour Chamber of Commerce; performs research and completes documents for industry tax abatements and other economic development matters.
- Performs related duties.
KNOWLEDGE REQUIRED BY THE POSITION
- Knowledge of modern office practices and procedures.
- Knowledge of city and departmental policies and procedures.
- Knowledge of computers and job-related software programs.
- Knowledge of file management principles.
- Knowledge of the Code of Ordinances and Eufaula Subdivision regulations.
- Skill in prioritizing and organizing work.
- Skill in the provision of customer services.
- Skill in the maintenance of files and records.
- Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
- Skill in oral and written communication.
SUPERVISORY CONTROLS
The Mayor assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.
GUIDELINES
Guidelines include city personnel rules and regulations, the state code of Alabama, the city code of ordinances, subdivision regulations, the zoning ordinance, Historic Preservation District Design Review
Guidelines, and other city and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.
COMPLEXITY/SCOPE OF WORK
- The work consists of related administrative duties. The variety of tasks to be coordinated contributes to the complexity of the position.
- The purpose of this position is to coordinate administrative operations for the Mayor’s Office.
Successful performance contributes to efficiency and effectiveness of those operations.
CONTACTS
- Contacts are typically with coworkers, other city personnel, elected and appointed officials, attorneys, media representatives, vendors, employees of state and other municipal governments, and the general public.
- Contacts are typically to give or exchange information, resolve problems, investigate complaints, and provide services.
PHYSICAL DEMANDS/ WORK ENVIRONMENT
- The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, walking, bending, crouching, or stooping. The employee occasionally lifts light objects, distinguishes between shades of color, and utilizes the sense of smell.
- The work is typically performed in an office.
SUPERVISORY AND MANAGEMENT RESPONSIBILITY
None.
MINIMUM QUALIFICATIONS
- Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.
- Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.
I have reviewed the above job description and attest that I can perform the duties with or without reasonable accommodation.
The City of Eufaula is an equal opportunity employer - We consider applicants for all positions without regard to race, color, religion, creed, sex (including pregnancy, sexual orientation or gender identity), genetic information, national origin, age, disability, marital or veteran status, or any other legally protected status.
Job Type: Full-time
Pay: $14.76 - $22.24 per hour
Expected hours: No less than 40 per week
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance
Schedule:
- Day shift
- Monday to Friday
Education:
- High school or equivalent (Required)
Experience:
- Microsoft Excel: 1 year (Required)
- Microsoft Powerpoint: 1 year (Required)
- Executive Assistant: 2 years (Required)
Work Location: In person