Executive Assistant to Town Manager/Council ID - 15499
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POSITION PURPOSE
This is an exempt position that provides professional-level administrative support to the Town Manager, Mayor and Council. -
Examples of Duties
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FLSA: Exempt
ESSENTIAL FUNCTIONS AND ABILITIES
The duties and responsibilities of the Executive Assistant to the Town Manager/Council include, but are not limited to, the following:- Provide support to the Town Manager, Mayor and Council by coordinating meetings and events and maintaining calendars; relaying messages; preparing correspondence, reports, manuals, proclamations and various other documents utilizing Word, PowerPoint, Excel, and Publisher; handling registrations for conferences and seminars; making travel arrangements and preparing itineraries.
- Exercise initiative and independent judgment.
- Utilize strong analytical skills to research and resolve technical, operational, and procedural challenges; collect and evaluate data to improve services, reduce costs, and increase operational efficiencies.
- Update website content for Administration. Assist in developing and maintaining a dashboard for Town Strategic Plan and Performance Measures.
- Collaborate with department Directors to develop, monitor, and assess performance metrics and outcomes.
- Facilitate Public Records Requests under the guidance of the Deputy Town Manager/Town Clerk
- Perform data entry, retrieval, and analysis using databases and spreadsheets.
- Provide statistical data, interpret rules and regulations, and assist with audit processes when required.
- Strong interpersonal skills in order to respond to requests or concerns from Town citizens and serve as liaison to Town departments on a variety of issues. Respond to requests from public officials in other governmental agencies and regional organizations. Assist residents in resolving Town complaints and tracking staff responses to complaints.
- Coordinate Town meetings and special events, including intergovernmental meetings.
- Conduct research, complete special projects, and serve as Staff Liaison to committees as assigned.
- In the absence of the Town Clerk, serves as Acting Town Clerk, performing essential functions in support of the Council, including preparing the Town Council meeting agendas and minutes, attending Town Council meetings, and other Clerk-related duties.
- Assist with lobby and general phone support duties in Town Hall.
- May act as staff liaison to boards or commission as assigned by Town Manager.
- Assist in preparing and monitoring assigned budgets for Town Manager and Council offices.
- Log and fulfill Requests for Information during Council election cycles.
- Order office supplies, handle purchasing functions, and reconciling monthly p-card transactions for the Town Manager, Mayor/Town Council, and Town Clerk Offices.
- Evening and weekend attendance for Town meetings and events is required.
While this position has no formal supervisory responsibilities, it may be assigned as project lead or have functional supervision over other administrative support personnel. -
Typical Qualifications
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MINIMUM EDUCATION, TRAINING OR EXPERIENCE
- An Associate’s degree in public administration, business or a related field, or an equivalent combination of post-high school education and relevant experience.
- At least two (2) years of additional related experience, or a combination of education and experience that provides the necessary knowledge and skills.
- Must possess and maintain a valid, unrestricted Arizona driver's license.
Applicants with the following qualifications are preferred:
- Bachelor’s degree in a relevant field.
- Five years of experience as an Executive or Administrative Assistant in a municipal setting for a Director-level or higher official.
- A designation as a Certified Municipal Clerk (CMC) is desirable.
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Knowledge, Skills and Abilities
- Work requires knowledge of a specific vocational, administrative, or technical nature which may be obtained with one year of advanced study or training past the high school equivalency.
- An understanding of state statutes relating to records management, Arizona Open Meetings laws, Elections, and Public Records Retention.
- Work requires the ability to read policies, procedures, handbooks, agreements, contracts, city ordinances, Council reports, newsletters, brochures.
- Work requires the ability to perform general math calculations such as addition, subtraction, multiplication, division, ratios, and percentages.
- Work requires the ability to write memos, letters, emails, and general correspondence.
- Assists in preparing and monitoring Town Manager and Council budgets.
- Work is governed by broad instructions, objectives, and policies. Work requires the exercise of considerable initiative and independent analytical and evaluative judgment.
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Supplemental Information
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PHYSICAL DEMANDS OF ESSENTIAL FUNCTIONS
Work Type: Primarily sedentary with some light lifting of weights up to 20 pounds.
Walking: Short distances around office building.
Standing/Sitting: Most of the work will be accomplished in a sitting position.
Stooping/Bending/Reaching: Frequently required.
Vision: Adequate to perform the essential functions for the position.
Hearing/Speech: Must be able to perceive and understand vocal communication and convey information verbally via the telephone and in person.
Eye/Hand/Foot Coordination: Sufficient to operate a variety of office equipment such as computer, calculator and copier.
Manual Dexterity: Moderate to high in order to produce the volume of work required of the position.
WORK ENVIRONMENT
Indoor office setting.
USE OF MACHINES, TOOLS AND EQUIPMENT
This position requires frequent use of a personal computer, calculator and similar office equipment on a routine basis.
REMARKS
The above position description is intended to describe the duties of an employee in general terms and does not necessarily cover all the duties or potential assignments of the employee although all work will be consistent with the essential job functions.
Equal Opportunity Employer
The Town of Cave Creek provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
