Executive Administrative Assistant

Job Title: Executive Administrative Assistant

Department: Finance Department

Reports To: City Controller

Location: City Hall

Position Summary:

The Executive Administrative Assistant provides high-level administrative and operational support to the City Controller and the Finance Department. This position manages confidential financial and personnel information, coordinates departmental operations, prepares reports and correspondence, schedules meetings, and serves as a liaison between the Finance Department, city officials, vendors, and the public.

Essential Duties and Responsibilities:

Provide executive-level administrative support to the Finance Director and management staff.

• Prepare, edit, and maintain financial reports, spreadsheets, presentations, agendas, and official correspondence.
• Coordinate meetings and departmental events; prepare meeting packets and record minutes.
• Assist with maintaining confidential records, contracts, budgets, invoices, and personnel documentation.
• Process purchase orders, invoices, travel reimbursements, and other financial documentation in accordance with city policies.
• Assist with budget preparation, financial tracking, and audit documentation.
• Respond to inquiries from city departments, vendors, elected officials, and the public.
• Manage calendars, schedule appointments, and coordinate travel arrangements for department leadership.
• Maintain filing systems and records retention in compliance with municipal regulations.
• Support payroll, accounts payable, accounts receivable, or procurement functions as assigned.
• Monitor office supplies and coordinate administrative operations within the department.
• Assist in preparing reports for City Council meetings and other municipal committees.
• Ensure compliance with local, state, and federal regulations regarding financial records and public information.
• Perform other related duties as assigned.

Minimum Qualifications

• Associate degree in Business Administration, Accounting, Public Administration, or related field preferred.
• High school diploma or GED required. Two to three years of administrative support experience, preferably in government or finance.
• Experience handling confidential information and financial records.
• Proficiency in Microsoft Office Suite, especially Excel, Word, and Outlook.
• Familiarity with municipal finance software or ERP systems preferred.

Knowledge, Skills, and Abilities

• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Ability to maintain confidentiality and exercise discretion.
• Knowledge of office management procedures and municipal government operations.
• Ability to prioritize multiple assignments in a fast-paced environment.
• Strong attention to detail and accuracy.
• Customer service and interpersonal skills for interaction with staff and the public.

Working Conditions

• Primarily office environment.
• May require occasional evening attendance at council or committee meetings.
• Prolonged periods of sitting, typing, and computer use.