Management Assistant

Job Summary
Under the general direction of the City Administrator, is responsible for providing high-level assistance to the City Administrator in the completion of their duties. Assists with special projects covering all aspects of municipal governance and operations and other duties, as assigned, including payroll, research, data analysis, and grant and report writing. This position requires a highly motivated individual with a desire to learn and take on varying and increasing responsibilities within the organization.

This is a full-time, hourly position and hours of work vary based upon departmental needs. The Management Assistant is expected to attend regular and special City Council meetings, board and commission meetings as requested, and a variety of local, county, state and other meetings and training events. Evening and weekend work may be required as job duties demand.

Regular, reliable, and non-disruptive attendance is an essential function of this position, as is critical for the ability to create and maintain professional, harmonious working relationships with others.

This position does not provide direction to other employees. This is a non-supervisory position.

Organizational Relationships
Uses tact, diplomacy, and a positive attitude in all internal and external communications, whether verbal or non-verbal, and other interactions with the public or other municipal employees.

Essential Job Functions

• Coordinates City Administrator's calendar, schedules appointments, sets up meetings, and follows up with other staff at the request of the City Administrator.
• Arranges travel and conferences for City Administrator, for City business; coordinates expense reimbursements.
• Processes and files official policies and procedures.
• Maintains all City Administrator files and records.
• Performs secretarial functions requiring discretion and specialized knowledge.
• Provides administrative assistance and support to the City Administrator, City Secretary, Finance Director, and Human Resources Manager on a routine basis.
• Drafts letters, memorandums, speeches, manuals, editorials, etc. as requested.
• Types forms, charts, statements, confidential information, letters and memoranda prepared for the City Administrator.
• Assists with the collection of data and preparation of annual budget.
• Acts as a substitute for the primary payroll clerk during absences.
• Reconciles and pays employee benefits.
• Performs a variety of records management, inventory, bookkeeping and data entry tasks requiring knowledge of City and various Department policies and procedures.
• Coordinates, prioritizes, and monitors the implementation of citywide and assigned special projects/programs, initiatives, and cross-departmental projects.
• Assists with City Council and other Board / Commission inquiries and works with the City Administrator to draft agenda item request forms for all staff-initiated, City Council, Board, and/or Commission agenda items prior to City Administrator review and placement on their respective agendas.
• Assists in a variety of Administration operations.
• Maintains confidentiality.
• May be directed to attend meetings of and conduct presentations to City Council and other Municipal Boards and/or Commissions.
• Assists, as needed, with Municipal special events.
• Keeps information accessible by sorting and filing documents.
• Represents the City at various civic, community, City Council and city staff meetings when requested.
• Performs other duties, as assigned/directed.

Knowledge, Skills & Abilities

• Knowledge of or the ability to rapidly learn administrative skills required for functioning within the City Administrator's office.
• Personal computing, applicable software, and related skills. Knowledge of or the ability to rapidly learn general statistics and quantitative measures.
• Ability to analyze and evaluate municipal programs, policies, and operational needs.
• Knowledge of current social, political, and economic trends that impact municipal government.
• General understanding of governmental accounting and auditing practices.
• Ability to apply bookkeeping and fundamental accounting principles related to the keeping of