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Are you looking to utilize your skills in time management, tracking and coordinating groups and meets, and handling confidential information? Do you have excellent communication skills and experience with the public, management, and elected officials? Then this job is for you! The City of Mukilteo is currently looking to fill the Executive Assistant position and is accepting applications.
General Purpose and Responsibilities:
Performs a wide variety of highly responsible, confidential and complex secretarial and administrative duties for the City Administrator, Mayor and City Council; acts as a liaison between the City and outside agencies and the general public, arranges and prepares reports.
Essential Duties:
- Reports to the City Administrator in carrying out administrative functions of the Executive Department.
- Exercises independent judgment in relieving the City Administrator of administrative details and performs a wide variety of administrative and secretarial services; including obtaining signatures on legal documents.
- Screens visitors and phone calls for the Mayor and City Administrator; routes calls or answers questions and handles general problems as appropriate.
- Maintains appointment calendar for Mayor, City Administrator and City Councilmembers as necessary;
- Manages the process of filling vacancies of City Council, and City's Boards and Commissions; maintains Boards and Commissions Directory.
- Processes mail for Executive Department: Opening, date stamping, reviews and coordinates mail and documents for signature and distribution.
- Serves as Confidential Secretary to Mayor and City Administrator, by composing, typing and processing confidential correspondence; assists the Mayor and City Administrator in maintaining effective communications with the City Council, as directed.
- Acts as a public relations representative and liaison for the Mayor, City Council, and City Administrator so that citizen concerns and interests are brought to the attention of city officials.
- Conducts research as assigned by Mayor and City Administrator; prepares information and visual displays for meeting presentation; gives presentations when assigned to do so.
- Prepares reports, agenda bills, proclamations and other written documents for Mayor, City Council, and City Administrator. Files correspondence of Mayor and City Administrator.
- Registers Mayor, City Council, and City Administrator for seminars/conferences including airline and hotel reservations. Processes all associated expenses and reimbursements when using City credit card or credit card issued to Mayor, City Council or City Administrator.
- Inventories and purchases office supplies, stores and organizes supplies, and processes payments.
- Acts as staff liaison to various Boards and Commissions, particularly the Mukilteo Youth Advisory Committee, Lodging Tax Committee, and the Council's Finance Committee to determine Community Support Grants.
- May serve as Civil Service Secretary and Chief Examiner to the Mukilteo Civil Service Commission and LEOFF 1 Disability Board.
- May assist in preparing press releases, City Newsletter articles, and managing "Ask Mukilteo" and franchise-related issues.
- Manages the City website and social media accounts, including interface with contractors, posting and communications.
- Other Duties and Responsibilities:
- Periodically serves as a backup to the City Clerk during Council meetings and assists with public records requests as needed.
- Performs others duties as assigned.
Skills and Abilities Required:
- Maintains confidentiality and uses tact and sensitivity in dealing with political issues.
- Cooperates with others, communicates in a diplomatic fashion and present a positive image of City services.
- Ability to interrelate numerous task assignments, copes with interruptions and meets rigid deadlines.
- Composes correspondence and reports using advanced word processing skills as may be required, including production of statistical spreadsheets.
- General City policies and practices related to the functioning of the entire organization.
- Word-processing application programs including Word and Excel, and knowledge of general office equipment.
- Municipal business and operations and understanding of Mayor-Council form of government.
- Advanced office procedures, record keeping and activities related to the legal obligations for open meetings and public disclosure.
Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee may be required to sit and use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms; and stoop, kneel, crouch, or crawl.
Duties are performed in an office environment. Employee must be able to operate a motor vehicle.
Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Employees must be able to perform multiple work tasks at the same time, perform well with frequent interruptions, and tolerate a fairly high level of stress.
The noise level in the work environment is usually moderate.
Qualifications:
Minimum Qualifications (Education, Experience, Skills):
Any equivalent combination of education which provides the applicant with knowledge, skills, and abilities required to perform the job. A typical way to obtain the knowledge and ability would be:
Experience: At least five years experience in advanced business office work with knowledge of municipal operations preferred.
Education: Associates arts degree in Business Science or equivalent work experience.
Licenses and/or Certificates:
Washington State drivers' license.
Ability to pass a background check.
Supplemental Information:
The City of Mukilteo is an Equal Employment Opportunity (EEO) employer. Accommodations for individuals with disabilities is provided upon request.
This position is FLSA Exempt.
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