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The City of Lynnwood City Council is looking for a dynamic individual to serve as their Executive Assistant (part-time). The City is in an exciting period of unprecedented growth. New issues, projects, and ideas emerge before the Council each week!
The successful candidate will assist our seven part-time Council Members and help each with administrative duties, researching issues and policy, and outreach. This is a great opportunity for someone with an interest in local government and the issues before Lynnwood's City Council. This position will report to the Council President and is a .75 FTE (30 hours/week).
Veterans and persons with diverse backgrounds are encouraged to apply.
Under the direction of the President of the City Council, the Executive Assistant provides professional administrative support, research, and outreach for the Lynnwood City Council President and City Council members, coordinating office functions and serving as a liaison between City staff and Council members. The incumbent is expected to exercise independent judgment and confidentiality in assisting with administrative details.
Essential Functions
Includes but is not limited to such essential functions as listed below:
Provide administrative support for the Council President and City Council members; process work product requests from council members as directed by the Council President; coordinate office functions and serve as liaison between City administrators, Council members and staff.
Assume primary responsibility for administrative tasks such as scheduling, email management, establishing office systems and procedures, data entry.
Identify outreach opportunities and engaging community groups and coalitions.
May attend meetings on behalf of Council members to gather information and provide reports back to Council.
Promote equity and inclusion in Council communication, policy analysis, and outreach.
Coordinate special meetings; assist with special events as assigned by the Council President.
Respond to inquiries from constituents, including answering constituent calls and responding to emails and letters.
Stay informed about policy issues and legislation before the Council; conduct research and analysis as requested.
Prepare issue briefings and memos for Council members.
Update City web site with weekly Council agendas and Council meeting materials; update web site with adopted meeting minutes.
Prepare Consent Agenda and Mayor's facilitation scripts; e-mail council members' meeting assignments and agenda updates.
Attend all regular and special work sessions and business meetings of the City Council and other meetings as assigned. Flexibility in office hours is necessary as some evening meetings are required on a regular basis.
Coordinate travel arrangements for Council members, including completing conference registration, booking airline and hotel reservations, and completing expenditure reports as required.
Assist the Council President with the preparation of the Annual Council Meetings Calendar and Council budget.
Prepare payroll records; prepare and submit Council member timesheets; prepare requisitions and purchase orders, reconcile Council Pro Card, and order office supplies.
Maintain Council Chambers meeting calendar. Coordinate room preparation for Council meetings including preparation of handouts and equipment set-up.
Act as records manager for Council; maintain master records for Council meeting agendas and meeting minutes. Set up, maintain and update office filing system; update Council rules and procedures manuals; send and retrieve archival materials as needed. Prepare responses to public records requests for the Council.
Collect committee and/or task group reports as completed; copy and distribute committee reports to appropriate individuals, departments and agencies.
Attend training classes that enhance job skills, performance and proficiency as approved by Council President.
Coordinate presentations to the Council by outside groups.
Coordinate orientation process for new council members; ensure completion of required Open Public Meetings Act and Public Records Act training for new and continuing Council members.
Perform other related duties as assigned by Council President.
Evening and occasional weekend work expected.
Minimum Qualifications
Associate degree or equivalent plus, four (4) years directly-related experience; or an equivalent combination of related education and experience required.
Additional Information
This position is covered by the General Salary Ordinance.
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