Executive Assistant chez City of Janesville Wisconsin, WI

About the Department

Position Duties

1. Manages daily administrative matters and serves as the office “gatekeeper;” coordinates visitors, calls, and correspondence.
2. Displays extraordinary customer service; receives members of the public, answer telephones, and deliver mail/messages to office personnel; responds promptly and courteously to inquiries or concerns (both internal or external) or redirect calls to appropriate personnel for response or resolution. 
3. Maintains and organizes the calendars of the City Manager and Deputy City Manager, coordinates meetings, reserves room, and arranges for necessary equipment.
4. Prepares meeting rooms and required notices; ensures proper posting and distribution consistent with Wisconsin Open Meetings requirements.
5. Coordinates preparation and distribution of City Council meeting materials with City departments, divisions, and offices; prepares agendas and posts public meeting notices, publishes meeting materials online; maintains the City’s public meeting recordings for viewing and organizational records.
6. Serves as a resource to City Councilmembers on requests for information.
7. Prepares presentation slides/ materials, and makes reports on various Departmental functions. 
8. Assists office staff  with coordinating special events, ceremonial functions, and meeting preparation and execution, including special meetings of the City Council or other boards, commissions, or committees.
9. Coordinates annual employee holiday party and recognition banquet.
10. Assists with office budget preparation; processes invoices and purchase orders.
11. Establishes and maintains comprehensive and organized electronic filing and record system, including correspondence, reports, historical documents, and informational files.  
12. Provides research assistance; develops and assembles statistics and reference materials; verifies, compiles, tabulates, and inputs data as directed for projects and special assignments.
13. Follow established procedures to order office supplies and equipment; maintains office supply inventories; contacts vendors and arranges for service technicians, as needed.
14. Maintains Council Policies on the City’s network drive and the City website. 
15. Serves as a notary public.
16. Follows all safety regulations, policies, and procedures; reports all unsafe conditions and acts to supervisor; reports all accidents to the supervisor immediately whenever possible; follows recognized safe work practices.
17. Performs other special projects and other job duties as assigned or required during regular and non-business hours.
18. All employees may be assigned by the City Manager or their designee to perform duties and assume responsibilities that are outside the scope of their work duties when the City Manager has declared a City disaster, or the City Emergency Operations Center has been initiated.

Minimum Qualifications

1. High school diploma or equivalent required. An associate degree in administrative professional, business management, public administration, communication, or related field preferred.
2. Minimum of five (5) years of progressively responsible executive-level or administrative support experience in a professional setting is required.
3. Access to personal or public transportation for job-related duties.

1. Experience in website maintenance and social media preferred.

Other Qualifications

1. Thorough knowledge of modern administrative services, office support, and public administration practices and procedures.
2. Thorough knowledge of the practices, procedures, systems, ordinances and policies of the City government and ability to interpret them concisely and accurately to the public and employees.
3. Thorough knowledge of functions, organizational structure, authority, and limitations of the City government and of its department, divisions, and offices, and of other governmental jurisdictions in the area.
4. Working knowledge of records management, report preparation, and filing methods. 
5. Knowledge of Wisconsin Open Meetings and Public Records laws and requirements.
6. General knowledge of departmental policies, procedures, rules, and regulations. 

1. Organizational and time management skills to prioritize duties and accomplish a high volume of work product while adapting to constant changes in priority.
2. Exceptional communication skills, both verbally and in writing, paired with a strong customer service background, and effective interpersonal skills.
3. Collaboration skills to effectively work with others to achieve common goals through communication, teamwork, and problem-solving.
4. Strong research and analytical skills, including the ability to analyze quantitative and qualitative data, evaluate, and articulate recommendations with a strong focus on the best outcome for the community.
5. Project management skills to guide, manage, and direct projects in alignment with the City’s strategic plan.
6. Critical thinking skills to effectively analyze situations, define problems, evaluate and recommend alternative solutions, and solve complex  administrative issues in a timely manner.
7. Accurate record-keeping and data-reporting skills to prepare and present 
8. Intermediate level of technical proficiency skills, including computer applications and software such as Microsoft Office, Adobe Acrobat, and Granicus.

1. Ability to compose routine correspondence and routine reports in a clear, concise, logical, and effective manner, utilizing proper grammar, spelling, punctuation, sentence structure, and tone.
2. Ability to receive, screen, address, and/or refer visitors and incoming telephone calls in an efficient, courteous, and professional manner. 
3. Ability to efficiently prioritize, schedule, and organize work. 
4. Ability to effectively communicate in verbal and written form and ability to explain problems and administrative procedures.
5. Ability to perform basic mathematical calculations, including the ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals, and to compute percentages. 
6. Ability to perform duties with considerable judgment, resourcefulness, and initiative under limited direct supervision and within the boundaries of responsibility.
7. Ability to schedule and organize workload, maintain required records, prepare reports, and handle multiple tasks at one time effectively and efficiently. 
8. Ability to work under pressure in a fast-paced environment with fluid priorities and multiple, sometimes competing, work assignments. 
9. Ability to maintain composure and calmly deal with stressful situations, difficult people, and at times, challenging situations. 
10. Ability to learn and apply new technology in order to achieve high-quality work outcomes. 
11. Ability to comply with all safety policies, practices, and procedures, and report all unsafe activities or conditions to supervisor.

1. Establish and maintain effective working relationships with appointed and elected City officials, Department, Division, and Office Heads, City employees, vendors, outside governmental agencies, non-profit organizations, board members, business representatives, community leaders, and the general public
2. Exhibit exceptional professionalism, tact, and decorum in all areas of work duties.
3. Possess a strong ethics base built upon integrity, honesty, initiative, and respect; maintain strict confidentiality. 
4. Interact positively with a diverse group of individuals and work effectively both as part of a team and independently.
5. Embrace and actively promote an inclusive and equitable work environment. 
6. Conduct all business and working relationships in an accurate, fair, equitable, and highly ethical manner. 
7. Maintain strict confidentiality regarding personnel, legal, development, and other sensitive matters ensuring information is safeguarded and handled with discretion. 
8. Work with the public in a fair and consistent manner, maintaining objectivity and excluding personal bias while performing job duties
9. Reliable, timely, and proactive in the completion of duties, meeting deadlines and responding to inquiries.
10. Work with others in a positive and supportive manner to solve problems, generate ideas, and accomplish office and City goals.

EQUIPMENT, INSTRUMENTS, AND MACHINES:

Machinery and equipment, including personal computer, printer, telephones, copier, scanner, 10-key calculator, and other standardized or specialized office equipment.

WORKING CONDITIONS AND PHYSICAL FACTORS:

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 may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee regularly works in an office environment.   An individual in this position is frequently involved in sedentary work, which requires sitting for the majority of the time. This position occasionally walks, stands, stoops, kneels, crouches, crawls, and exerts up to 25 pounds of force by lifting, carrying, pushing or pulling objects. The employee is frequently required to see/observe, talk/speak, and listen/hear; use their hands to finger, handle, feel, or operate objects and equipment; repetitive arm, wrist, hand, and eye movements are included.  There is frequent twisting, reaching, wrist turning, and grasping.  The employee may be required to climb or balance.  

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.  Hand-eye coordination is necessary to operate computers and various pieces of equipment.  Employee is required to use cognitive ability to reason, analyze, and verbalize thoughts and ideas.  Requires the ability to recognize and identify similarities or differences between characteristics of colors, shapes, and sounds associated with job-related objects, materials or tasks.

The working conditions in the office environment are comfortable.  The noise level in the office environment is generally quiet.  

A regular, Monday – Friday, 40-hour work schedule is required for this position. 

For purposes of drug and alcohol testing, this position is not classified as safety sensitive.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position, or is responsive to the needs of the City of Janesville.  

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

The City of Janesville, Wisconsin, is an Equal Employment Opportunity Employer.  In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.