Executive Assistant

Salary: $5,537.00 - $6,744.00 Monthly 

The City of Tumwater is located at the base of the Deschutes River, where the water cascades to its final destination at the southern tip of Puget Sound. The rugged Olympic Mountains rise in the distance and Mount Rainier seems close enough to touch on a clear day.
 
The vibrant mix of community-minded people and prosperous natural resources make Tumwater rich in history, community and opportunity. Tumwater is placed in the ancestral lands of the Coastal Salish peoples and near the homes of the Nisqually and Squaxin tribes.  The modern City was settled by founders George and Isabelle Bush and Michael and Elizabeth Simmons.
 
Our vision is to create a future that is people-oriented and highly livable, with a strong economy, dynamic places, vibrant neighborhoods, a healthy natural environment, diverse and engaged residents, and with a living connection to its history. Check out our city's vision, mission and beliefs. 
 
Safe neighborhoods, quality schools, and a sense of community pride make Tumwater a great place to live, work, and play.

The Opportunity

Performs a wide range of administrative support and office management duties for the City Administrator, Mayor and City Councilmembers. The position is cross-trained in the functions and duties of the City Clerks’ office.
 
Distinguishing Characteristics: Positions in this class are given a wide range of administrative and technical assignments and tasks. Work is frequently confidential, and the consequence of errors can be high. The daily assignments and responsibilities require the ability to work independently with minimal supervision and/or direction in areas of organization, time management, setting priorities, and completion of tasks.
 

Essential Job Duties

1. Performs complex technical administrative tasks on a routine basis.
2. Takes responsibility for administrative and/or direct-service components of department programs such as Lodging Tax and the human services funding process.
3. Provides administrative support to the City Administrator, Mayor, and City Council such as preparation, composition and dissemination of correspondence and supporting information.
4. Schedules and coordinates meetings for the City Administrator, Mayor, councilmembers and committees. 
5. Monitors the status of agenda items and associated actions taken and/or required by staff.[
6. Responsible for organization of overall office procedures for timely completion of routine and specialized tasks.
7. Coordinates activities with other agencies and jurisdictional staff; maintains schedules; maintains central calendars; requests specific information; and monitors progress to determine if complete and accurate information has been received.
8. Types, edits and proofreads correspondence and reports for the City Administrator and Mayor for signature from rough drafts and routes documents for review and comments.
9. Receives the public by telephone, in person, and via email contact and if appropriate, provides information or answers to inquiries, including explanation of some policies and regulations.
10. Evaluates office and administrative functions; develops and implements major changes in office procedures under supervisory direction. Participates in the Administrative Professionals quarterly meetings.
11. Distributes incoming mail for executive department staff, the Mayor and council members.
12. Sets up and maintains digital and paper departmental files, ensuring confidentiality where required.
13. Assembles and summarizes data for the City Administrator, preparing considerably complex reports where required.
14. Maintains record of departmental and/or project expenditures and processes department invoices.
15. May supervise and train subordinates.

 
Performs related duties and responsibilities as required and assigned.

Selection Criteria

Knowledge, Skills, and Abilities:
To perform this job successfully, an individual must be able to perform each essential job function satisfactorily.  Listed below are the knowledge, skills and abilities required for this position.   Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 

1. Extensive knowledge of modern office practices, procedures and equipment, business English and letter writing.
2. General knowledge of state public records laws and associated practices, policies, and procedures.
3. Ability to understand and follow oral instructions of a complex nature.
4. Ability to utilize business software programs such as Microsoft Office Suite products.
5. Prepare considerably complex correspondence and reports. 
6. Ability to maintain effective public relations with the general public, fellow employees and inter-jurisdictional counterparts.
7. Ability to work both independently and in a collaborative team atmosphere.
8. Ability to maintain high levels of discretion and confidentiality.
9. Strong knowledge of time-management skills and ability to organize and coordinate multiple concurrent projects.
10. Ability to coordinate complex scheduling and calendar management.
11. Ability to be a flexible team player and be willing to adapt to changes.

 
Minimum Qualifications: High school graduation or GED certification plus five years progressively responsible clerical experience or any equivalent combination of experience and training that meets the position’s knowledge, skills and abilities requirements. 
 
Preferred qualifications: An AA degree in Business or Public Administration is preferred.
 
Training/Licenses/Certifications: A valid Washington state driver’s license is required. Must be able to be bonded.
 
Supplemental Information: 
 
Contacts: Citizens, City Staff and other agency staff/representatives.
 
Supervision: Supervision is received from the City Administrator by general review of work methods, completion of tasks and review for adherence to policies and procedures. Supervision of lower-level positions may be required.
 
Accountability: The Executive Assistant is accountable for the functions, policies, and procedures of the Mayor and City Administrator office. This position is responsible for the timely and accurate completion of assigned tasks.
 
Working Conditions: Positions in this class perform work predominately under normal office working conditions; extensive time working at a computer station is a regular part of the job. No heavy lifting without assistance is required.
 
Physical Requirements: Work is often performed in an office setting.
Specific physical requirements and typical working conditions for this position are on file in the Administrative Services Department. 
 
 
The City of Tumwater is an Equal Opportunity Employer (EOE), committed to a diverse workforce. Women, minorities and people with disabilities are encouraged to apply.