Executive Assistant to the Mayor
18 days ago
Cincinnati
Job DescriptionDescription: GENERAL DESCRIPTION: Under the general direction of the mayor, the Executive Assistant performs a wide variety of general administrative assistance often of a confidential nature; coordinates or oversees assigned administrative duties and activities; may conduct research, surveys, and studies to assist the Mayor, Safety Service Director, and other management staff; oversees the City’s customer service activities; and performs other appropriate duties as assigned. QUALIFICATIONS: An example of acceptable qualifications: Bachelor’s degree from an accredited college or university with major course work in Public or Business Administration, Human Resources, Personnel Management, or related field and five (5) years recent demonstrated work experience in municipal administrative activities, human resources, personnel administration, records or office management, or technical or legal document preparation or related fields; or any equivalent combination of education, experience, and training which provides the required knowledge, skills, and abilities. LICENSURE OR CERTIFICATION REQUIREMENTS: Must possess a valid State of Ohio driver’s license. Must remain insurable under the City’s vehicle insurance policy. EQUIPMENT OPERATED: The following are examples only and are not intended to be all inclusive: Calculator, computer, fax machine, copier, scanner, telephone, postage machine, and other standard modern business office equipment; motor vehicle. INHERENTLY HAZARDOUS OR PHYSICALLY DEMANDING WORKING CONDITIONS: Employee ascends and/or descends stairs; has exposure to chemical compounds found in an office environment (e.g., toner, correction fluid, etc.); is exposed to environmental conditions which may result in injury from fumes, odors, dusts, mists, gases, and/or poorly ventilated work areas; is exposed to possible injury from extremely noisy conditions above 85db (e.g., loud sirens, screaming people, building alarms, etc.); works in or around crowds; has contact with potentially violent or emotionally distraught persons or life threatening situations; has exposure to hot, cold, wet, humid, or windy weather conditions; works, first, second or third shift; exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly (Constantly: activity or condition exists 2/3 or more of the time) to move objects. Physical demand requirements are in excess of those for Sedentary Work. Even though the weight lifted may be only a negligible amount, a job should be rated Light Work: (1) when it requires walking or standing to a significant degree; or (2) when it requires sitting most of the time but entails pushing and/or pulling of arm or leg controls; and/or (3) when the job requires working at a production rate pace entailing the constant pushing and/or pulling of materials even though the weight of those materials is negligible. NOTE: The constant stress and strain of maintaining a production rate pace, especially in an industrial setting, can be and is physically demanding of a worker even though the amount of force exerted is negligible. Note: In accordance with the U.S. Department of Labor physical demands strength ratings, this is considered Light work. In cases of emergency, unpredictable situations, and/or department needs, may be required to lift, push, pull, and/or carry objects heavier than D.O.L. strength ratings recommend. PAY RANGE: $23.26-$34.67 / hour JOB DESCRIPTION AND WORKER CHARACTERISTICS: JOB DUTIES in order of importance ESSENTIAL FUNCTIONS OF THE POSITION: For purposes of 42 USC 12101: 1. Answers phones for the Mayor’s Office and greets public officials, visitors, guests, city citizens, and the general public entering the Mayor’s Office; coordinates appointments to City boards and commissions and related matters; coordinates and prepares for meetings; attends required meetings and takes minutes; assists in the document preparation needs of the Mayor’s Office and Council; maintains the files of the Mayor’s Office., 2. Provides input and oversight to the budgets for the Mayor and City departments; coordinates various citywide special events; manages event registrations, confirms meetings and travel arrangements; coordinates mayoral proclamations and mayoral wedding ceremonies; handles media contacts and distribution of City press releases; assists in the preparation and research of various reports, applications, and studies., 3. Attends meetings and serves on committees, as directed; attends training and seminars, as directed., 4. Meets all job safety requirements and all applicable OSHA safety standards that pertain to essential functions., 5. Demonstrates regular and predictable attendance; may be required to work extra hours, evening hours, weekends and/or holidays as required; due to the nature of the job, when scheduled for on-call assignment, the employee must be available to return to work after normal work hours or on weekends and/or holidays when called to do so. OTHER DUTIES AND RESPONSIBILITIES: 1. Performs other duties as assigned., 2. Capability to create and maintain social media accounts MINIMUM ACCEPTABLE CHARACTERISTICS: (*indicates developed after employment) Knowledge of: *City goals and objectives; *City policies and procedures; budgeting; auditing, purchasing; interviewing; geographic layout of jurisdiction; safety practices and procedures; City laws, ordinances, and regulations; Department of Labor rules and regulations; disaster management; legal terminology; public relations, media relations; community resources and services; marketing; office practices and procedures; human resources management; labor relations; employee training and development; personnel administration; employee benefits administration; workplace safety; English Grammar and spelling. Skill in: Typing; data entry; word processing; computer operation; adding machine or calculator operation; use of other modern office equipment; computer programs (e.g., Microsoft Office, etc.); motor vehicle operation. Ability to: Interpret extensive variety of technical material in books, journals, and manuals; deal with many variables and determine specific action; recognize unusual or threatening conditions and take appropriate action; apply management principles to solve agency problems; understand most difficult classes of concepts; define problems, collect data, establish facts, and draw valid conclusions; exercise independent judgment and discretion; understand, interpret, and apply laws, or regulations to specific situations; calculate fractions, decimals, and percentages; prepare accurate documentation; prepare maps, charts, graphs, or plans; compile and prepare reports; write instructions and specifications; prepare deeds, leases, mortgages, or contracts; prepare and deliver speeches; communicate effectively; training or instruct others; understand a variety of written and/or verbal communications; gather collate, and classify information; maintain records according to established procedures; handle sensitive inquiries from and contacts with officials and general public; develop and maintain effective working relationships; resolve complaints; travel to and gain access to worksite. POSITIONS DIRECTLY SUPERVISED: None. Requirements: