Executive Assistant

Provides executive administrative support for the City Manager's Office.

About the role

Performs a wide variety of responsible, confidential, and complex administrative and technical duties on a day-to-day basis for the City Manager. Serves as a liaison with department directors, division managers, staff representatives of other organizations, elected and appointed officials, and the public. Acts as the office manager and supervises administrative employees in the City Manager's Office.

Responsibilities

• Perform executive and administrative functions involving a high degree of discretion and exercise of judgment on confidential matters in serving as the Office Manager for the City Manager's Office.
• Exercise initiative and independence in reviewing current procedures and work methods and making changes to streamline the functions of the City Manager's Office and the staff.
• Serve as office manager by providing direct supervision of administrative staff, managing the assignment of work responsibilities, ensuring coverage for the office, coordinating training, and addressing problems affecting employee/management relations.
• Respond to public requests for information and complaints by determining the nature of the problem, resolving issues through research, interpretation, and analysis of policies, procedures, and regulations, or referring to the appropriate staff member when necessary.
• Interact with other departments and external agencies; ensure information affecting employees or departments is communicated appropriately.
• Serve as budget coordinator by assisting the City Manager and the Assistant City Manager in researching information, gathering cost data, preparing the department's budget, monitoring the budget, and determining line item transfers.
• Supervise payroll activities for the City Manager's Office and maintain payroll records.
• Compose a variety of documents including general correspondence, reports, memoranda, and statistical charts.
• Arrange travel/training registrations and reservations, including preparation of itinerary, expense reports, and related documents.
• Plan, coordinate, and schedule the use of city hall facilities for special events, holiday festivities, and other intergovernmental functions.
• Provide administrative, technical, and secretarial support to assigned departmental staff, including preparation of general correspondence, calendar scheduling, and telephone response.
• Review, research, and summarize a variety of fiscal, administrative, and departmental information and prepare related reports and correspondence.
• Perform special projects and assignments as requested by the City Manager.

Requirements

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

• Three years of increasingly responsible administrative/office management experience, including experience as an Executive or Administrative Assistant with supervisory responsibilities.
• Equivalent to a Bachelor's degree from an accredited college or university with coursework in Business/Office Management practices or a related field.

Preferred Qualifications

• Commissioned by the State of North Carolina as a Notary Public.
• Microsoft certification.

Applicants offered a position may be subject to a criminal history record check of State and National repositories conducted by the State Bureau of Investigation (SBI). The City may consider the results of these checks in its hiring decisions.

Benefits

• Health and Dental Insurance: Comprehensive and affordable health and dental coverage for employees working 30+ hours per week. Coverage extends to eligible dependents, with premiums deducted pre-tax and partially covered by the City. Eligibility begins on the 1st day of the month following 30 days of service.
• Employer-Paid Leave:
  • Vacation Leave: Accrued from the first day of employment, based on years of service and scheduled hours.
  • Sick Leave: Accrued from the first day of employment; full-time employees accrue 8 hours per month. Sick leave accumulates without limits and may be used toward creditable service upon retirement.
  • Holidays: 12 paid holidays per year, with an additional holiday when Christmas falls on a Wednesday.
  • Bereavement Leave: 24 hours per calendar year to mourn or attend a funeral or memorial service for a family member.
• Retirement: Participation in the NC Local Governmental Employees’ Retirement System. Employees contribute 6% of gross salary on a tax-deferred basis. Membership begins upon employment for those working 20+ hours per week.
• Deferred Compensation Plans: Supplemental retirement savings programs (NC 401(k) and NC 457 plans) administered by Empower. The City contributes 4% of base salary to an eligible employee’s NC 401(k) account.
• Cafeteria Plan / Supplemental Benefits: Optional benefits offered at the employee's expense through payroll deduction, including:
  • Flexible Spending Accounts (FSAs) – Healthcare and Dependent Care Reimbursement Accounts (pre-tax).
  • Short-Term and Long-Term Disability Insurance.
  • Optional Life & Accidental Death & Dismemberment Insurance.
• Death Benefit: The City provides a $3,000 death benefit during the first year of retirement system contributions. After one year, the NC Retirement System provides a death benefit equal to the highest 12 months’ salary in a row during the 24 months before death (minimum $25,000, maximum $50,000). No cost to the employee.
• Pay Periods / Direct Deposit: Bi-weekly pay (every other Friday). Benefit deductions are taken for 24 pay periods per year. Direct deposit is required for all new employees.
• Employee Assistance Program (EAP): Confidential guidance on legal, financial, and personal issues at no cost to employees and their household members.

Pay

Hiring range: $56,687 - $72,276 per year, dependent on qualifications.