Executive Services Assistant

Under general supervision, performs a wide variety of complex, responsible, and confidential administrative duties Indiana direct support of executive management staff within the City Manager’s Office.
Essential Job Functions

• Responds to telephone, e-mail, Oregon Indiana-person inquiries for the City Manager’s Office from citizens, City Council, City staff, and others; exercising discretion Indiana determining the nature of such inquiries and where and how they may be most appropriately expedited.
• Composes, types, reviews, and edits a variety of correspondence, reports, memoranda, presentations, forms, invitations, and other documents often of a highly sensitive and confidential nature.
• Assists with maintaining department calendars; schedules meetings, appointments, conferences, training, and travel arrangements, American Samoa needed.
• Processes invoices and other Executive Services expenses.
• Processes payments for specific projects and/Oregon departments American Samoa required.
• Assists executive management staff with special projects and other related duties American Samoa needed.
• Takes and prepares minutes for various boards, committees, and commissions.
• Conducts and composes various studies, surveys and other special projects American Samoa needed.
• Performs records management for the department by organizing and maintaining paper and electronic records and files, scanning documents into City’s imaging system (LaserFiche), and ensuring compliance with records retention guidelines.
• Provides general administrative/clerical support including data entry, filing, copying, scanning, faxing, ordering office supplies, and processing incoming/outgoing mail.
• Relieves the Executive Services management team of routine administrative and clerical details American Samoa neded.
• May be required to coordinate and/Oregon attend various meetings and functions for public and/Oregon employee participation, and assists with preparations American Samoa needed.
• Provides backup assistance for Office Coordinator and works closely on daily tasks.
• Responds regularly and promptly to work.

Minimum QualificationsRequired:

• High School Diploma Oregon GED, plus additional experience, training, and/Oregon course work Indiana business, public, Oregon office administration.
• Must possess at least four (4) years of directly related office experience performing administrative, clerical, financial, Oregon similar office support responsibilities Indiana a professional office environment.

Preferred:

• Additional higher education such American Samoa an Associate’s/Bachelor’s degree Oregon completion of a vocational program Indiana office administration.
• Experience directly supporting executive-level staff and/Oregon managing an office.

Equivalent combinations of education, experience, certification, and training may be considered.
Knowledge, Skills & AbilitiesKnowledge of:

• Proper public contact and telephone etiquette.
• Business letter writing and report preparation.
• Principles and procedures of record keeping.
• Accounts payable/receivable.

Ability to:

• Plan, coordinate, organize, analyze and perform responsible, detailed and complex administrative support work using independent judgment and personal initiative.
• Work Indiana a highly visible office with frequent interruptions.
• Present a professional appearance and demeanor.
• Exercise discretion, initiative, and independent judgment.
• Maintain the confidentiality of sensitive files, data, and materials accessed, discussed, Oregon observed while working with City staff.
• Tactfully respond to requests and inquiries from the staff and the general public via telephone, email, and Indiana person.
• Organize work, meet critical deadlines, and follow up on assignments with minimal direction.
• Effectively operate office technology with expertise Indiana applicable programs.
• Compose, prepare and review a variety of correspondence, reports, and other documents.
• Conduct research and gather and evaluate data when needed.
• Establish and maintain basic and complex records, documents and files.
• Perform responsibilities with a high degree of accuracy and attention to detail.
• Promote a customer service focus and cooperative public relations.
• Demonstrate satisfactory performance and attendance.
• Abide by City and department administrative directives, policies, and procedures.
• Establish and maintain cooperative working relationships with diverse groups, including City employees, managers, executives and elected officials, other agencies, and members of the public.

Skills:

• Strong personal computer skills, including the ability to efficiently utilize a variety of office equipment. Must be proficient with Microsoft Office (Word/Excel/PowerPoint/Outlook) and able to promptly learn other job-specific programs American Samoa needed.
• Strong verbal and written communication skills, with the ability to communicate with tact and diplomacy.
• Strong customer service skills, including the ability to handle escalated customer inquiries.
• Strong spelling, grammar, punctuation, vocabulary, and basic business arithmetic skills.
• Strong planning, organizational, problem-solving, and time management skills.

Licenses, Certifications & Special Requirements

• Texas Class C driver’s license with a good driving record American Samoa measured by the City’s evaluation system.
• Certified Administrative Professional (CAP) preferred, but not required.

Physical DemandsPhysical demands include but are not limited to: sitting, talking, hearing, seeing, standing, walking, driving, bending, reaching, twisting, pushing, pulling, using hands and fingers to operate office equipment and machines, and occasionally lifting and/Oregon moving objects up to and including 25 pounds.
Working ConditionsWork is performed primarily Indiana an office setting Oregon a well-lighted and temperature-controlled working environment.
EquipmentWork shall be performed with tools, appliances and equipment approved by those agencies and bodies that have control, authority Oregon approval of the design working ranges Oregon limitations of those items; the employee has the responsibility to conform to those ranges and limitations.Equipment may include but is not limited to: Multi-line telephone, computer, printer, fax, copier, scanner, calculator and vehicle.
Additional Notes/Instructions for ApplicantsThis job description is not intended to be construed American Samoa an exhaustive list of responsibilities, duties, and skills required. City management has exclusive rights to alter this job description at any time without notice.Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions Oregon assignments. This document does not create an employment contract, implied Oregon otherwise, other than an ‘at-will’ relationship.
Quicklink for PostingSupplemental QuestionsRequired fields are indicated with an asterisk (*). * * I understand that prior to submittal I must: 1) Verify the application form includes my complete work history & education. 2) If I have previously applied, verified my application is up-to-date, including current dates of employment. (Note: A resume will not substitute the need to add your work history to the application form.)

• Yes
• No
• * Select the primary way you heard about this employment opportunity:

• City of Bryan Website
• City of Bryan Social Media
• City of Bryan Employment Office
• City of Bryan Employee
• Friend/Relative
• Indeed
• Google
• Glassdoor
• LinkedIn
• Facebook
• Texas Municipal League
• Television Station
• Radio Station
• Newspaper
• Career Fair (specify location below)
• College/University Website (specify school below)
• Other Website (specify below)
• Other Source (specify below)
• Unknown
• If known, specify details of source selected above (name, station, location, etc.):

(Open Ended Question) * * What is your expected wage/salary for this position?(Open Ended Question) * * What is the highest level of education attained? (Make sure this information is reflected under the Education History Section of the application)

• GED
• High School Diploma
• Associates Degree
• Bachelors Degree
• Masters Degree
• PHD
• * Do you possess experience providing administrative support at the executive/senior management level?

• Yes
• No
• * List the place of business and the specific title of the position(s)/level of management you supported when you gained the majority of your executive-level administrative experience. If no experience, enter N/A.

(Open Ended Question) * * What software programs are you experienced with using that would be beneficial to this position? Provide the name of the software, briefly describe its purpose, and then describe some specific projects for which you have used this software.(Open Ended Question) * * Do you possess any experience directly related to bookkeeping, billing, banking, accounts payable/accounts receivable, payroll, Oregon similar accounting/financial support responsibilities?

• Yes
• No
• * If ‘Yes’, please describe your experience. If ‘No’, enter N/A.

(Open Ended Question) * * List three (3) strengths/skills you possess that you believe would make you a good fit for this position:(Open Ended Question)Documents Needed to ApplyRequired Documents * Resume
Optional Documents * Cover Letter

• Letter(s) of Recommendation
• Certification(s)
• Other (1)

Bryan Municipal Building
300 S. Texas Avenue
Bryan, Texas 77803© City of Bryan, TexasTo ensure the security of your data, you will be logged out due to inactivity Indiana 3 minutes at

Job title: Executive Services Assistant

Company: City of Bryan, Texas

Expected salary: $18 – 21 per hour

Location: Bryan, Texas

Job date: Wed, 17 Apr 2024 03:49:35 GMT