HiringCafe
Posted 13h ago

Executive Assistant to the City Manager

@ City of Shoreline
View All Jobs
Shoreline, Washington, United States
$92k-$112k/yrRemoteFull Time
Responsibilities:Calendar management, Agenda planning, Record keeping
Requirements Summary:Six years of advanced admin/secretarial experience, incl. three years at executive level; strong written/verbal communication; ability to supervise staff; high discretion and confidentiality.
Technical Tools Mentioned:Microsoft Office Suite
Save
Mark Applied
Hide Job
Report & Hide
Job Description

About the Department

The City of Shoreline is looking for a candidate with excellent written and verbal communication skills to perform a wide variety of responsible, confidential and complex administrative, technical and secretarial duties for the City Manager, Deputy City Manager and City Council; to act as a liaison with City departments, staff, outside agencies and the general public; and to ensure the efficient operation of the City Manager's office. The position provides oversight to and supervision to an Administrative Assistant III position.

The City of Shoreline City Manager's Office consists of 13 staff members who provide City Council support and organization leadership, along with communications, intergovernmental relations and economic development services. The City Manager's Office is staffed by a dedicated team who provide highly valued public services to the community.

Apply and join our team!

DEFINITION
To perform a wide variety of responsible, confidential and complex administrative, technical and secretarial duties for the City Manager, Deputy City Manager and City Council; to act as a liaison with City departments, staff, outside agencies and the general public; and to ensure the efficient operation of the City Manager's Office.
 
SUPERVISION RECEIVED AND EXERCISED
Receives direction from the City Manager.
Provides general supervision over subordinate staff.

Position Duties

ESSENTIAL AND MARGINAL FUNCTION STATEMENTS Essential and other important responsibilities and duties may include, but are not limited to, the following:
Essential Functions:

  1. Perform a wide variety of responsible, confidential, technical and administrative support duties for the City Manager, Deputy City Manager and City Council; ensure the smooth and efficient operation of the City Manager's Office.
  2. Maintain calendars of activities, meetings and various events; coordinate activities with City departments, the public and outside agencies; coordinate travel arrangements.
  3. Receive, sort and distribute correspondence to City staff, City Manager, Deputy City Manager and City Council; compose and return correspondence as appropriate.
  4. Administer the budget for the City Manager's Office and City Council by processing and tracking invoices, expense reports, petty cash transactions and credit card purchases; maintain accurate and complete financial records.
  5. Research and plan various activities and details associ­ated with meetings, retreats, conferences and business trips.
  6. Draft meeting agendas; manage City Council Meeting agenda planner process.
  7. Answer questions and provide information to the public regarding Departmental and City procedures and policies; follow up on sensitive customer complaints and inquiries, redirecting to appropriate personnel as required.
  8.  Oversee City Manager, Deputy City Manager, City Manager's Office and City Council filing systems and records; develop and implement filing systems; modify systems as appropriate.
  9. Provides supervision for assigned staff; participates in selection, training, performance management and professional development.
Marginal Functions:
Perform related duties and responsibilities as required.

Minimum Qualifications

Knowledge of

  • Department operations, programs, functions and activities of the office of the top executive of an organization. 
  • Policies and procedures of local government organizations.
  • Principles of writing, editing and report preparation.
  • Principles and procedures of record keeping, storage and maintenance. 
  • Basic expenditure procedures and management of departmental budgets. 
  • Office procedures, methods and equipment.
  • Applicable computer software applications.
  • Principles of supervision, training and performance evaluation.

Ability to:

  • Participate and work effectively in an organization committed to advancing principles and practices of equity and anti-racism.
  • Perform responsible and difficult secretarial and administrative support involving the use of independent judgment and personal initiative.
  • Ensure the smooth operation of the City Manager's Office.
  • Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
  • Respond to requests and inquiries from the general public
  • Work independently in the absence of direct supervision.
  • Select, supervise, train and evaluate staff. 
  • Oversee, direct and coordinate the work of lower-level staff.
  • Maintain confidentiality.
  • Communicate clearly and concisely, both verbally and in writing.
  • Effectively respond to community member complaints and inquiries.
  • Establish and maintain effective working relationships with those contacted in the course of work.

Experience and Training Guidelines

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

Experience:

  Six years of increasingly responsible administrative and secretarial experience including three years at the executive level.

 Training:

Graduation from an accredited high school or possession of an acceptable equivalency diploma, supplemented by college level course work in public administration, communications or a related ?eld.

Other Qualifications

The City's mission is to fulfill the community’s vision through highly valued public service. Our employees work relentlessly to achieve organizational goals while embracing the City’s values. City Mission, Values, and Goals

Working Conditions:

Environmental Conditions:
Work is performed in a standard office setting with exposure to computer screens. Work is performed typically while sitting, standing, or walking at will. Extensive contact with the public and City staff.

Physical Conditions:
While performing the duties of this job, the employee is constantly using hands to grasp objects, frequently finger/keyboarding. 

Employees Working Remotely:

This position is eligible for remote work. The City’s remote work policy, Employees Working Remotely, requires staff in positions eligible for remote work to work onsite a minimum of four days per two-week pay period (every two weeks). Full-time remote work is not an option. Once hired, employees must reside in the State of Washington.

Conditions Of Employment:

  • Establishment of employment authorization and identity at the time of hire. The City is not able to sponsor work visas.
  • The successful completion of a skills assessment of the various Microsoft Office Suite programs that are required for this role.
  • A successful completion of reference checks, including at least one prior supervisor.

Application Process: 

To demonstrate skills and interest, please complete the application and provide answers to the Supplemental Questions which will help us determine your qualifications for the job. (This application does NOT allow for attachments.) OR Resume and cover letter are required for this application. 

Recruitment Timeline:
  • Review of applications: May 21 - 22
  • Tentative Phone interviews (if needed): May 27 – June 2
  • Skills Assessment: Week of June 1
  • Tentative Panel interviews: Week of June 8
  • Second in-person interviews: Week of June 15
  • Reference checks: Week of June 29
  • Targeted start date: Third week of July