About the Department

Incumbent is responsible for providing a full range of office support including complex and sensitive information to the City Manager, Deputy City Managers and other staff, and assists in carrying out policies and programs related to these functions.

The Executive Assistant is a specific classification that is distinguished from other classifications by its responsibilities within the Office of the City Manager.

Position Duties

Provides administrative assistance which includes taking and transcribing notes and minutes; processes, logs and files transcribed information; composes letters; distributes mail, and research information for projects.
Provides financial and accounting support and maintains financial records for City Manager and City Commission;
Designs and creates City documents as necessary.
Ensures calendars and e-mails are monitored and updated.
Serves as recording secretary for various boards (e.g., Citizens Public Safety Review and Appeals Board), which includes documenting issues addressed and, when further action is needed, submitting records to the City Manager and other applicable staff.
Manages City Manager's office communications to the City Commission.
Assists the public and staff with problems and concerns by responding directly or referring them to the appropriate person.
Assists in facilitating various community events and special projects.
Monitors and prepares payroll functions.
Assists with coordinating community and special events involving the City Manager’s Office and City Commission.
Performs other duties within the City Manager's office as needed.

Performs other duties for the City Commission as needed.

Minimum Qualifications

High School Diploma or General Equivalency Degree (G.E.D.) or equivalent is required.
Minimum of 5 years of experience in an administrative support position.
Typing.
Proofreading.

Relocation is not offered for this position.

Other Qualifications

Associate's degree (A.S., A.A.) or two-year technical certificate or equivalent is preferred
Proven proficiency in Microsoft Outlook, PowerPoint, Word and Excel.
Proven track record of success in providing excellent customer service through verbal, written, and electronic communications
Demonstrated ability to achieve objectives in an environment in which handling multiple tasks simultaneously is the norm. Skilled in prioritization and successfully meeting non-negotiable deadlines
Possesses managerial courage, a strong professional presence, and is comfortable communicating across all levels of the organizational hierarchy
Demonstrated comfort with highly sensitive information and exhibits the appropriate level of discretion in all forums

Knowledge of:

Office equipment and technology (i.e., computer, printer, calculator, etc.)
Multi-line phone system
Writing and English Grammar
Research Abilities
Excellent judgment (knowing when to take action and when to ask for help)
Comfort with financial data
Municipal Operations (desirable)

The City of Kalamazoo is an Equal Opportunity Employer. We are committed to creating a diverse, equitable and inclusive organization where different perspectives and experiences are welcomed and encouraged. Studies have shown that women and people of color, are less likely to apply for jobs unless they meet all of the qualifications listed. The City of Kalamazoo is most interested in finding the best candidate for the job, and that candidate may be one from a less traditional background. If you have transferable experience, please tell us about it. This approach will give each current and potential employee the opportunity to learn, grow and contribute to the City of Kalamazoo.

Benefits

: The City of Kalamazoo offers competitive benefits including health, dental, and vision insurance, flexible spending accounts, group life insurance, long and short-term disability, paid time off, a defined benefits pension plan, a 457 deferred compensation plan, and a retirement health care savings plan (HCSP). Benefits vary based on the bargaining unit of a position.

The City of Kalamazoo also operates a convenient health clinic that is open to employees, retirees, and their families and provides routine medical services and prescriptions.

The benefits for this position fall within the City of Kalamazoo Non-Bargaining Unit (NBU) employee group.

For a summary of City of Kalamazoo benefits in NBU positions, please visit our website: www.kalamazoocity.org/benefits

Please note: these benefits are subject to change.

Supplemental Questions

Do you possess at least a high school diploma or GED?

Do you have experience with Microsoft Office applications, including Teams, Excel, Word, and Powerpoint?

Do you have professional interpersonal skills and ability to understand and carry out complex oral and written directions?

Do you have strong, clear communication, and interpersonal skills, with the ability to effectively and positively communicate with all levels of an organization?

Do you have a high level of independent thinking and judgement, attention to detail, and time management?

Do you have a minimum of 5 years of experience in an administrative support position? Explain.

Required Question

Agency Information

Employer: City of Kalamazoo
Address: 241 W. South Street

Kalamazoo, Michigan, 49007
Phone: (269) 337-8052
Website: http://www.kalamazoocity.org

Executive Assistant to City Manager Office