Hybrid Executive Assistant - City Manager's Office chez City of Prescott

ANNOUNCEMENT OF EMPLOYMENT OPPORTUNITY
Executive Assistant
City Manager's Office

Hiring Range: $26.83 to $33.54 per hour
FLSA Status: Non-Exempt
Pay Grade: 110
Full Pay Range: $26.83 to $40.25
Deadline to Apply: 09/02/2025

Benefits Summary:

Major Benefits for Full-Time Regular Employees:

• A diverse range of complimentary mental health and wellness services is available, including an Employee Assistance Program, a free subscription to Calm, and health coaching
• Paid time off up to 20 days in first year of employment
• 10 paid holidays and 1 floating holiday per year
• Free employee only coverage for medical, dental, vision, short-term disability, and life insurance
• Free family coverage for select medical and dental plans
• Pension and long-term disability through Arizona State Retirement System, click here for more details
• Supplemental benefits such as deferred compensation plans and additional life insurance

Position Summary:
Performs top level, confidential, and complex administrative support for the City's
executives; serves as a liaison between the public, the City Manager's Office, and City
Council; has considerable contact with the public via phone, in person, in writing, and
through electronic communications; and manages special projects.

Essential Duties:

• Supports the City Manager and Elected Officials; prepares and types reports,
  communications, written documents, and other correspondence requiring
  independent judgment in handling format, procedure, and context.
  
• Oversees plans; reviews and recommends new or enhanced operating procedures;
  and sets up and maintains complex electronic and paper filing systems,
  
• Composes, types, edits, and prepares various correspondence such as memos,
  letters, and other confidential documents.
  
• Leads special projects as required including research, planning, coordination, and
  supervision of projects/events.
  
• Composes correspondence; compiles support materials for the City Manager's
  Office.
  
• Receives, investigates, and responds to sensitive phone calls, citizen inquiries,
  and/or complaints that may involve confidential matters.
  
• Schedules meetings and appointments; schedules events for the City Manager's
  Office.
  
• Acts as a staff liaison on committees as requested; schedules meeting dates;
  prepares agendas; and transcribes and distributes minutes.
  
• Maintains electronic calendars; coordinates business dates; makes travel
  arrangements; greets visitors; screens, responds to, and/or routes incoming mail
  and telephone calls; and attends meetings.
  
• Reconciles P-Cards for assigned area, processes invoices, travel authorizations, and
  travel reimbursements.
  
• Interprets established policy and provides information for the resolution of
  problems; performs complex, diversified, and specialized administrative work in
  providing executive assistance.
  
• Maintains office files, orders office supplies.
  
• Performs other duties as assigned.

Qualifications:
Education and/or Experience:
Five (5) years of experience demonstrating working in a diversified executive
administrative support capacity; or any combination of training, certifications, or
qualifying experience that provides the ability to successfully fulfill the essential
knowledge, skills, and abilities to perform the essential functions of the position.

Employee Core Beliefs:
City of Prescott employees should seek to uphold the City's core beliefs throughout their
day-to-day business and with every customer they come in contact with, both internal
and external. Our core beliefs are: Act with Integrity, Work as a Team, Have Personal
Commitment and Loyalty, Solve Problems, Take Pride In Excellent Results, High Level of
Productivity and Being Nice.

Knowledge, Skill and Abilities:

• Knowledge of the City's governmental organization, policies, and procedures.
  
• Knowledge of office management/administrative support practices and procedures.
  
• Knowledge of public relations/customer service principles, practices, and techniques.
  
• Knowledge of business English, spelling, math, bookkeeping, or accounting.
  
• Knowledge of modern office practices, procedures, and equipment.
  
• Knowledge of PC software applications for word processing, spreadsheets, graphic
  presentations, database management, etc.
  
• Skill in handling and prioritizing multiple projects.
  
• Skill in preparing and maintaining accurate records, reports, files, written
  documents, and meeting minutes.
  
• Skill in using proper sentence construction, punctuation, and grammar.
  
• Skill in utilizing public relations techniques in responding to inquiries and
  complaints.
  
• Skill in communicating effectively with customers, clients, and the public in person
  or by telephone.
  
• Skill in responding appropriately to public inquiries and presenting a positive public
  image.
  
• Skill in planning and organizing own work.
  
• Ability to work effectively under challenging situations.
  
• Ability to maintain confidentiality and security of records and information Ability to
  maintain complex records and assemble and organize data.
  
• Ability to analyze issues.
  
• Ability to independently make decisions and exercise good judgment in performing
  administrative support task.
  
• Ability to apply diplomacy and discretion when handling confidential, legal, and
  sensitive matters.
  
• Ability to perform routine office management details without referral to supervisor.
  
• Ability to perform special projects as assigned.
  
• Ability to establish and maintain effective working relationships with elected officials,
  department heads, employees and their representatives, business and professional
  groups, and the general public.

Physical Demands And Working Conditions:

• Work is performed in a standard City office environment.
  
• Safely operates a City vehicle and variety of standard office equipment including a
  computer terminal, telephone, 10-key calculator, copier, and fax machine requiring
  continuous and repetitive arm, hand, and eye movement.
  
• Clearly, concisely, and effectively communicates both in person and over the
  telephone.
  
• Work is performed in a dynamic environment that requires sensitivity to change and
  responsiveness to changing goals, priorities, and needs.

The following physical abilities are required to perform the work asked of this
position:

• Grasping - applying pressure to object with fingers, palm.
  
• Handling - picking, holding, or working with whole hand.
  
• Hearing 1 - perceiving sounds at normal speaking levels, receive information.
  
• Manual Dexterity - picking, pinching, typing, working with fingers rather than hand.
  
• Mental Acuity - ability to make rational decisions through sound logic, deductive
  reasoning.
  
• Reaching - extending hands or arms in any direction.
  
• Repetitive Motion - substantial movements of wrists, hands, fingers.
  
• Speaking - expressing ideas with spoken word, convey detailed, important
  instructions accurately, concisely.
  
• Talking 1- expressing ideas by spoken word.
  
• Talking 2 - shouting to be heard above ambient noise.
  
• Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive
  reading.

City of Prescott Contact Information
201 N. Montezuma Street, Suite 207

Prescott, AZ 86301

Email: [email protected]

Website: www.prescott-az.gov

Phone: 928-777-1410 / Fax: 928-832-1222

When advised, reasonable accommodations will be made in order for an "otherwise qualified applicant" with
a disability to participate in any phase of the selection process. The City of Prescott is an Equal Employment
Opportunity employer