| Purpose: |
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Under general supervision, this position provides high-level support to Department Executives and is responsible for coordination of departmental activities, operations, and personnel in clerical and administrative support functions. |
| Duties, Functions and Responsibilities: |
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Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.
- Monitors projects performance and timelines.
- Handles day-to-day issues and information requests; forwards to correct division for responses.
- Coordinates events, other activities, or projects and works with internal and external customers.
- Coordinates and ensures adherence to quality standards, deadlines, and proper procedures of work performed by office, administrative, or customer service employees.
- Acts as liaison between department and City Council offices, City executives, and City department, and attends committee meetings, board meetings, or other meetings as necessary.
- Prepares correspondence, negotiation, and contract files; works with other staff within the department to provide input, gather data, analyze information, and make recommendations to department executives.
- Reads incoming letters, memos, submission, and reports to determine their significance to the director's office.
- Reviews reports submitted by staff members to recommend approval or to suggest changes.
- Conducts research, compiles data, and prepares papers for consideration and presentation by executives or committees. Prepares and presents comprehensive and detailed reports by compiling, reviewing, and analyzing data, and provides written and/or oral reports.
- Responds to and resolves sensitive inquiries and complaints and issues from both internal and external sources.
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| Responsibilities - Supervisor and/or Leadership Exercised: |
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Provide leadership, work assignments, evaluation, and guidance to others.
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| Knowledge, Skills, and Abilities: |
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Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
- Knowledge of the functions of the departmental organization to include relationships between departments, divisions, and agencies.
- Knowledge of the various departments and key contacts required to meet the needs of the director.
- Knowledge of the principles associated with the role of meeting the necessary standards of customer service.
- Knowledge of City practices, policies, and procedures.
- Knowledge of financial and HR processes, techniques, and methods.
- Skill in oral and written communication.
- Skill in handling multiple tasks and prioritizing.
- Skill in using computers and related software applications.
- Skill in data analysis and problem solving.
- Skill in planning and organizing.
- Ability to exercise discretion in confidential matters.
- Ability to work with frequent interruptions and changes in priorities.
- Ability to establish and maintain good working relationships with City employees and the public.
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| Minimum Qualifications: |
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- Graduation with a Bachelor’s degree from an accredited college or university with major coursework in Public Administration or in a field related to the job, plus four (4) years of administrative or professional experience.
- Experience may substitute for education up to a maximum of four (4) years.
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| Licenses and Certifications Required: |
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None.
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