Job Title:        
   EXECUTIVE AD
   MINISTRATIVE ASSISTANT
   Department:    PUBLIC SERVICES
   Reports to:      ASSISTANT DIRECTOR AND/OR DIRECTOR OF PUBLIC SERVICES 
   Class:              CLASSIFIED | NON-EXEMPT | NON-UNION
   Effective Date: January 20, 2022
    
   GENERAL STATEMENT OF DUTIES:
   The Administrative Assistant performs general office activities as well as specialized administrative work for the Department of Public Services.
    
   DISTINGUISHING FEATURES OF THE CLASS
   : 
   The Executive Assistant position is one that requires a modern-day skill set and the ability and willingness to develop as technology progresses
   .
    On a daily basis the Executive Assistant acts as a liaison between the Director and/or Assistant Director of Public Services and the community, as well as various other entities. 
    The Executive Assistant must have the ability to demonstrate or perform the following management skills in an acceptable manner in order to achieve desired results: independent decision making, problem solving, leadership ability, and teamwork.
    
   PRIMARY RESPONSIBILITES AND DUTIES:
   Develop and execute office tasks, processes, and responsibilities as they relate to a wide variety of administrative matters, department files, and records.
   Manage correspondences directed to the Public Services Department and prepare appropriate responses.
   Ability to create, monitor, and post social media information on various social media platforms as it pertains to community, special events, and projects.
   Create, edit, and execute a wide variety of internal correspondences and reports.
   Schedule appointments and meetings for the Assistant Director and Director; anticipate and prepare needed materials.
   Monitor department budget line items including end of year carry-over process in coordination with Finance Department.
   Composes, prepares and/or assigns memoranda, correspondence, agenda items, reports, contracts, presentations, spreadsheets, and other documents often of a highly sensitive and confidential nature; proofreads and reviews the work product of typed and other materials for accuracy and completeness; ensures materials, reports and documents requiring signature are accurate and complete; responds independently to correspondence and email inquiries regarding a variety of department matters.
   Ability to retain and recognize sensitive and confidential information.
   Ability to work overtime as necessary.
   General knowledge of municipal operations.
   Strong ability to work with the public and fellow employees.
   Ability to perform multiple financial processes including requisitions, purchase orders, invoice payments, daily revenue reports, and petty cash transactions.         
   Develop, organize, and maintain department’s files and records in both physical and electronic formats. 
   Research potential grants and assist in application process.            
   Process public records requests.
   Process, maintain, and track bid specifications and or requests for proposals as directed.
   Monitor and oversee the coordination, scheduling, communication of the City’s cemetery program; modernize current process.
   Ability to design and develop fact sheets, project reports, and community informational brochures on city services.
   Prepares the department annual report information.
   Assist in timekeeping processes including review and overtime calculations.
   Perform other duties as assigned by Assistant Director and/or Director.
    
   SPECIALIZED TRAINING, KNOWLEDGE, SKILLS AND ABILITIES
   :   
   Knowledge and experience of relevant software applications; proficiency in Microsoft Office Suite with special emphasis on advanced Excel abilities; knowledge of in InDesign and Photoshop Adobe programs
   Proficient in various social media platforms 
   Excellent verbal, written and interpersonal communication skills; strong customer-service orientation
   Attention to detail; confidentiality; planning and organizing; time management; excellent; initiative; reliability; high stress tolerance
   Ability to assist residents in a professional, courteous, and empathetic manner
   Ability to work overtime as necessary
   ACCEPTABLE TRAINING OR EXPERIENCE:
    
   Graduation from an accredited high school and two (2) years’ experience in an administrative role within a multi-faceted, fast-paced environment; or any equivalent combination of experience or training which provides the required knowledge, skills, and abilities. An Associates degree from an accredited university is preferred; or any equivalent combination of education and training, which provides the required knowledge, skills, and abilities.
   PHYSICAL DEMANDS:
    
   The physical demands described herein 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 qualified individuals with disabilities to perform the essential functions.
    While performing the duties of this job, the employee is regularly required to use hands to handle, feel to operate office equipment or controls and reach with hands and arms. The employee frequently is required to sit, stand, and talk or hear. The employee is occasionally required to walk; stoop, kneel, or crouch.
    The employee must frequently lift and/or move up to five (5) pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision (corrected or uncorrected), color vision, peripheral vision, depth perception, and the ability to adjust focus.
    
   HOW TO APPLY:
   Qualified applicants may submit an application and resume to
    
   HR@AuroraOH.com
    
   The City of Aurora is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, gender, religion, age, sexual orientation, disability or military/veteran status in employment or provision of services.
    
    
   *Candidate must be able to satisfactorily pass all pre-employment checks, including a criminal background screen and drug test. Nothing in this job description prevents the employer from modifying the duties of this position at its discretion.
   
   

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