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City of Bellevue:Executive Assistant to Council

JOB SUMMARY

Performs a wide variety of complex secretarial and administrative tasks requiring initiative, independent judgment and extensive working knowledge of council organization and administration. Work entails dealing with the public (citizens and agencies), city departments and exercising a high degree of discretion and tact ni all communications.

ESSENTIAL DUTIES AND RESPONSIBILITIES

· Receives visitors and telephone calls for the City Council; ascertains nature of business and personally handles those requesting routine information, appointments and tasks; directs remainder to appropriate official/staff.

· Schedules appointments for, and with, the Council and the Mayor; coordinates and schedules meetings; makes travel arrangements as necessary.

· Reviews and briefs for the Council's attention news articles, reports, bulletins and other materials.

· Composes letters and memoranda for Council Member or Mayor signature.

· Routes mail to proper department, as necessary; responds to routine correspondence within established guidelines; annotates and delivers nonroutine correspondence to appropriate individual.

· Maintains files and records for the City Council.

· Prepares and types a variety of routine and special reports from source material in files, including confidential material.

· Coordinates Council agenda; prepares council packet, collects, duplicates and disseminates back up materials; attends meetings and takes notes; prepares follow-up instructions to be distributed to pertinent individuals.

· Order or purchase consumable and non-consumable supplies for City Council. Prepare requisitions, audit and reconcile monthly invoices.

· Coordinates preparations for Council events including TV/radio appearances, receptions and retreats, award presentations and dignitary visits.

· Attend Council meetings to facilitate logistics and set up.

SUPERVISION RECEIVED AND EXERCISED

Works under the general supervision of the City Clerk.

EDUCATION AND EXPERIENCE REQUIRMENTS

Graduation from high school or a GED equivalent and college-level courses in general business administration.

Five or more years of experience in providing high administrative support to elected officials or senior management staff.

Or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS

Knowledge of business English, mathematics and legal formats and terms.

Knowledge of modern office procedures and word processing equipment.

Knowledge of ordinances, official functions and personnel procedures.

Skill in the use of the typewriter and word processing equipment.

Skill in the use of shorthand, as required by the area of assignment.

Ability to work independently on complex and confidential secretarial tasks, compose effective and accurate correspondence, and deal with non-routine and complex tasks without recourse to supervisors.

Ability to deal with the public in an effective and courteous manner.

Ability to keep complex fiscal and statistical records, ledgers and files and provide information correctly and concisely, orally and in writing.

Ability to independently prepare agendas, legal documents, resolutions, ordinances and related complex or confidential correspondence.

PHYSICAL DEMANDS

The physical demands and work environment 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.

Work involves walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus.

The employee may be required to push, pull, lift, and/or carry up to 20 pounds.

The noise level in the work environment is usually moderately quiet.

POSSIBLE CAREER PATH (to and from this job)

· Executive Assistant ·