Executive Assistant/Office Manager

JOB TITLE

Executive Assistant/Office Manager

Salary, FLSA Exempt - Non-Union

DEPARTMENT/DIVISION

City Manager's Office

SUMMARY OF FUNCTION

Performs advanced executive level administrative analysis pertaining to the general management of the City in support of and under the general direction of the City Manager. Serve as special liaison to city departments and elected officials, maintain citywide policy and procedures. Works closely with Department Directors in coordinating, planning, and directing special projects and events.

REPORTS TO: City Manager

DUTIES AND RESPONSIBILITIES

• Conduct research, facilitate project management for City Manager led special projects, initiatives and events. Track and follow up on assignments, requests, and Council directives to ensure timely completion.
• Provide administrative and operational support to the City Manager, City Council, and departmental personnel including coordinating travel, training, special events, and other reservations.
• Assists in the preparation and execution of the City's annual operating budget.
• Assist representatives of the City Attorney's office, outside attorney's offices and/or third-party administrators who need information and/or direction as to the City's position in pending lawsuits on settlement negotiations.
• Assists the City Manager and members of the City management staff in monitoring internal and external issues, Serves as a member of the City's management team, assists in the development of short and long range plans, gathers interprets and prepares data for studies, reports and recommendations, presents information and recommendations to the City Manager, City Council and management staff, coordinates activities with other departments and agencies.
• Responds to requests for information from the City Manager, elected officials, and other outside agencies including identifying information needed and report format.
• Conducts research/analysis and special projects on an ongoing basis on a variety of budget/management issues to include review of city systems and related operations.
• Communicates directly with the City Manager, City elected officials, advisory boards, co-workers, the public, and others in a courteous and professional manner both orally and in writing.
• Other duties as assigned by the City Manager.

SUPPLEMENTAL TASKS

• Represents the City at various local, regional and statewide meetings,
• Serves on boards and committees,
• Makes presentations to council, boards, elected officials, civic groups and the general public.
• Assists in the preparation of grant documents as required by Federal and State agencies,
• Assists originating departments in finding grant resources and in developing and preparing grant requests

KNOWLEDGE SKILLS AND ABILITIES

• Ability to engage principles and practices of team-oriented management and supervision.
• Knowledge of and skill in applying the principles and techniques of governmental administration and management.
• Ability to integrate and interpret data from various sources and to plan, develop and implement responsible strategies.
• Possesses executive level skills in interpersonal and written communications.
• Skills and ability to demonstrate and exercise judgement, decisiveness, integrity, ingenuity and inventiveness in the performance of assigned tasks.
• Ability to prepare and present accurate and reliable reports under the pressure of time-sensitive deadlines.
• Knowledge of financial and budget management.
• Must have a high degree of diplomacy with the public and employees.
• Able to effectively research, organize and present data.
• Proficiency in Microsoft office suite programs including Word, Excel, PowerPoint, OneNote, Outlook, and OneDrive.

EDUCATION AND EXPERIENCE

• bachelor's degree in public administration, business administration or related field
• At least two years of previous administrative experience which includes working with the public, knowledge of departmental organization, regulations, and procedures in municipal government.
• Considerable knowledge and expertise in the use of personal computers, including word processing, database and spreadsheet software. Experience in BS&A preferred.
• Strong, clear communication, customer service and interpersonal skills. Ability to communicate with the public and all stakeholders.
• Excellent time management, prioritization, and ability to meet deadlines. Demonstrates a sense of urgency.
• At least two years of experience in the public sector

SALARY RANGE - This is a full-time position with benefits and a salary of $55K- $75K annually.

BENEFITS - A comprehensive package is available and includes healthcare, dental, vision, life insurance, retirement and section 125 plan.

NOTE - This job description is intended to indicate the general nature of responsibilities typically assigned to the job. The description is not necessarily exhaustive or intended to limit the supervisor's right to modify assignments, as necessary.

GENERAL REQUIREMENTS/DISCLAIMERS:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities and duties of an employee so classified.

Employees must be physically able to perform the essential functions of the position, with or without reasonable accommodation.

The City of Oak Park does not discriminate in its employment, or any other programs or activities based on race, religion, color, creed, national origin, ancestry, ethnicity, gender, economic status, age, marital status, sexual orientation, or disability. We provide reasonable accommodation for qualified individuals with a disability.