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City of Chandler Salary Plan - 2013-14
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OT Status Legend:
Non-Exempt = Hourly Position
Exempt = Salaried Position
Excellence is the responsibility of everyone at the City of Chandler. We lead by our core values in constant pursuit of excellence:

*Commitment – Dedicate oneself to consistent and excellent public service
*Innovation – Implement unique, creative and cost-effective solutions
*Communication – Communicate in a positive, honest and productive manner
*Integrity - Adherence to high ethical standards
*Diversity – Promote inclusiveness and impartiality throughout the organization
*Personal Responsibility – Take initiative to achieve excellence and accept accountability
*Respect – Demonstrate a high regard for others
*Teamwork – Promote cooperative efforts, open communication and trust

All City employees are expected to conduct themselves in a way consistent with the above values.

 
Job Description
EXECUTIVE ASSISTANT TO THE CITY MANAGER

Pay Grade: 21                 FLSA Status: Non-Exempt
Job Group: Confidential (C)            Class Code: E056            
Effective Date: 10/06                Revision Date:     10/06, 4/12

Classification Summary:
The primary function of an employee in this classification is to provide the City Manager and Assistant City Managers with highly responsible, complex, often confidential administrative support including scheduling, meeting coordination, preparing correspondence, conducting research and other special projects, ensuring compliance with public meeting requirements, and working with public, private and constituent groups. This class is distinguished from the Sr. Executive Assistant by the reporting relationship, responsibility for work products usually required under critical time deadlines and on topics and activities requiring the upmost confidentiality, as well as difficulty and variety of assignments performed.

Essential Functions:
Essential Functions are not intended to be an exhaustive list of all responsibilities, duties and skills. They are intended to be accurate summaries of what the job classification involves and what is required to perform it. Employees are responsible for all other duties as assigned.
Receives, investigates and answers sensitive and often confidential requests for information from citizens, employees, department directors, vendors, local businesses, community groups and the general public; researches and provides information and copies of public records; resolves problems and refers persons to the appropriate department or staff as needed;
Makes decisions, interprets policies and procedures and serves as a representative of the City Manager's Office in contact with other employees, elected officials, business owners, and the general public;
Prepares correspondence, reports and manuals on behalf of the City Manager and/or Assistant City Managers and distributes as appropriate; drafts confidential letters, memos, reports, and other communications for the City Manager's review; and submits incoming correspondence, e-mails and other communications which require the City Manager's attention and notes actions required by the City Manager;
Schedules meetings and appointments for City Manager and City Manager's Office staff by establishing and maintaining a calendar of appointments, events and meetings; makes travel arrangements, secures meeting space, coordinates catering or other logistical items as needed; prepares and distributes meeting agenda and minutes as needed;
Establishes, updates and maintains spreadsheets, databases, files and records; enters and retrieves information into and from automated information systems; prepares a variety of confidential folders, records and files for correspondence, reports and other office information; maintains reference materials such as policy books and mailing lists;
Prepares and/or processes administrative documents for the City Manager's Office including accounts payable documents, purchase orders, invoices, and travel expense forms; submits documents to appropriate departments;
Initiates and coordinates the City Council, other Board and Commissions agenda collection process for the City Manager's Office, this may include producing spreadsheets and calendars with due dates, compiling the memo's and supporting documentation ensuring proper formatting, accuracy and completeness, obtaining the appropriate signature approvals and providing the agenda items in a timely fashion to the City Clerk prior to study sessions and Council meetings;
Conducts research and special projects; collects information and data and/or conducts surveys, analyzes findings, prepares reports and summaries of information for the City Manager's Office;
May prepare graphic presentations, various information pamphlets, brochures or other information for internal or external use;
Schedules and coordinates the Quarterly City-wide Information Exchanges with employees and City Manager;
Solicits agenda items and prepares agenda for Department Director's meeting;
Maintains regular contact with the Mayor and City Council, and City Manager and Assistant City Managers to keep them apprised of situations and issues;
Communicates and coordinates regularly with appropriate others to maximize the effectiveness and efficiency of interdepartmental operations and activities;
Builds effective working relationships with elected officials, city leaders and department heads, and other city staff;
Performs all work duties and activities in accordance City policies and procedures;
Works in a safe manner and reports unsafe activity and conditions. Follows City-wide safety policy and practices and adheres to responsibilities concerning safety prevention, reporting and monitoring as outlined in the City's Safety Handbook.

Knowledge, Skills and Abilities:
Knowledge of:
Customer service procedures and techniques;
The principles and practices of public or business administration and management;
Record keeping practices and procedures;
Office management processes and procedures;
English grammar and punctuation;
City rules, regulations, policies and procedures;
Planning, organizing, and research skills;
Effective communication skills, orally and in writing;

Ability to:
Follow written and oral instructions;
Respond appropriately to public inquiries and present a positive public image;
Maintain confidentiality of information processed or prepared;
Work in a team environment under stressful conditions;
Take and transcribe minutes of meetings;
Produce written documents with clearly organized thoughts using proper sentence construction, punctuation, and grammar;
Maintain complex records efficiently and accurately and to prepare clear and concise reports;
Operate a personal computer and related software and demonstrate proficiency to prepare work orders, documents, spreadsheets, email and timesheets and assists other staff with related questions and problems;
Establish and maintain effective working relationships with other City employees, supervisory personnel, state and local elected officials and the public;
Communicate effectively both orally and in writing, with the public and other employees.

Supervision Received:
The work is performed under the direction of the City Manager with some direction provided the Assistant City Managers.

Supervision Exercised:
None

Minimum Qualifications:
High School or GED equivalency; and
At least five (5) years' experience in a high level secretarial/administrative support position in public administration or private business;
Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

Desired Qualifications:
College coursework in Business Administration or Public Administration;
Experience working for an elected official, City Manager, county administrator, or CEO of major corporation.

Work Environment:
The primary duties of the position are performed in a general office environment.

Essential Physical Abilities:
Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to communicate effectively on the telephone and in person;
Sufficient vision or other powers of observation, with or without reasonable accommodation, which permits the employee to review, evaluate and prepare a variety of written documents and materials;
Sufficient manual dexterity with or without reasonable accommodation, which permits the employee to operate computer equipment and other office equipment;
Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which permits the employee to work in an office setting.