Executive Assistant AD/2 Administration The City of Sheridans core values are what define us both as individuals and as a collective group of people. Weve selected these five values to emphasize the leadership role that every employee has in working as part of a team of teams, whether those t eams are in another department within the City or at the County, State, or National level. These values are paramount to meeting the mission of the City. The values are Make a Difference, Take Initiative, Build Trust, Show Optimism, and Promote Teamwork. JOB SUMMARY This position is responsible for providing administrative assistance to the City Administrator and performing, coordinating, and overseeing technical and office tasks and general business accounting work in support of the Executive Office. MAJOR DUTIES • Coordinates and Organizes meetings and events for the City Administrator, Mayor and City Council and some staff groups ; reserves venue s and invites required attendees; briefs City Administrator on meeting subject s if needed, assists with preparations for meeting s. • Writes, proofreads and revises printed advertisements, press releases, newsletters and various other types of communication for City Administrator . Develops presentations as needed. • Manages calendar for City Administrator and Mayor and assists City Council with scheduling as needed . • Receives inquir ies, issues, requests , and concerns from constituents on behalf of the City ; resolves issues and problems as appropriate or refers to appropriate staff for resolution ; appraises City Administrator of issues . • Coordinates administrative support for City Council meetings, including preparation and distribution of meeting materials, meeting room setup, preparation of proclamations and ceremonial documents, and other related meeting logistics. • Assists with developing, implementing, and managing systems that support the City Administrators goals toward operational efficiencies and service objectives. • Develops and maintains coordination relationships with other governmental entities. • Assists City Administrator in preparing information for City Council agenda items as needed. Executive Assistant , Administration Page 2 • Coordinates City appointments to boards and commissions, including tracking terms, advertising vacancies, and maintaining related records. • Assists in budget preparation, monitoring, and preparation of monthly revenue and expenditure reports. • Posts relevant information to the City website as required in coordination with City Administrator and the Clerk . • Enters purchase orders and requ ests for check and monitors for timely completion. • Makes travel arrangements for the City Administrator, Mayor and Council; and oversees the preparation of travel reimbursement vouchers. • Reconcile s City Administrators and Mayor s credit card statements; oversee s payment through financial system. • Maintains correspondence files on behalf of the Citys Executive Office . • Performs related duties. KNOWLEDGE REQUIRED BY THE POSITION • Knowledge of modern office administration practices and procedures. • Knowledge of modern office equipment. • Knowledge of the operations of computers and job -related software programs. • Knowledge of City and department policies and procedures. • Skill in oral and written communication. • Skill in public speaking and public relations. • Skill in completing moderately complex to complex tasks under minimal supervision. • Skill in the maintenance of files and records. • Skill in planning, organizing, analyzing, decision making, and problem solving. SUPERVISORY CONTROLS The City Administrator assign s work and gives general instructions . The City Administrator review s completed work for compliance with procedures, accuracy, and the nature and propriety of the final results. Executive Assistant , Administration Page 3 GUIDELINES Guidelines include City policies and operating procedures. These guidelines require judgment, selection, and interpretation in application. COMPLEXITY/SCOPE OF WORK • The work consists of var ied management, administrative and technical duties. The diverse nature of the required tasks contributes to the complexity of the position. • The purpose of this position is to provide administrative support to the City Administrato r and the Executive Office . Successful performance helps ensure the effectiveness of City operations , enhances the quality of life for our citizens and affects the public image of the City. CONTACTS • Contacts are typically with the City Administrator, Mayor, City Council members, Department Heads, City employees, constituents, and representatives of other municipalities and professional associations. • Contacts are typically to provide or exchange information, resolve problems, provide services, and justify, negotiate, or settle matters. PHYSICAL DEMANDS/ WORK ENVIRONMENT • The work is typically performed w hile sitting at a desk , or table. The employee occasionally lifts light and heavy objects. • The work is t ypically performed in an office. SUPERVISORY AND MANAGEMENT RESPONSIBILITY None MINIMUM QUALIFICATIONS • Associates or Bachelors degree government relations, political science or a related field preferred, but not required. • Three to five years of related experience. • Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved. • Possessi on of a valid drivers license issued by the State of Wyoming fo r the type of vehicle or equipment operated. Executive Assistant , Administration Page 4 The City of Sheridan is an at -will employer. This means that either party - the employee or the employer - may end employment at any time, with or without cause, with or without notice. All the terms, conditions and benefits of employment with the City are subject t o change at any time, with or without notice, at the discretion of the City.