Executive Assistant - Administration

POSITION DESCRIPTION

The City of Rochester is committed to a community where all members feel a sense of belonging. We commit to recognizing the diversity of our community members, listening to ALL voices and providing equitable services to create an inclusive place to live, play and work.

We believe EQUITY_ should be at the center of all our work. We strive to represent our community in our teammates, as we know that diverse and inclusive teams are more innovative, and have an empowering impact on the work, progress and culture of our community._

It takes us all working together

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The City of Rochester invites applications for the position of: _

Executive Assistant - Administration

The ideal candidate will have at least 3 years of experience providing executive-level support and enjoys being central to work flows and communications that keep others informed. The starting salary is $27.97/hour with advancement to $35.75/hour.

We are a team passionate about the City of Rochester and committed to prioritizing economic vibrancy and quality services for quality living. If you want to make an impact with a growing, dynamic city and work alongside a great team, apply for this Executive Assistant position!

Nature of Work
This position provides confidential, executive-level assistance and is the point of contact between City Administration, other departments and the public. The role coordinates work for multiple individuals who work on a variety of projects. Responsibilities include calendar management, meeting coordination, travel arrangements and general office functions. The Executive Assistant prepares presentations, forms, surveys newsletters, and reports, works with financial data, and acts as a first point of contact for the office.

2022 starting salary is $27.97 per hour with advancement to $35.75 per hour.

Applications will be accepted until the vacancy is filled with priority consideration for applications submitted by Sunday, October 16, 2022.

DUTIES AND RESPONSIBILITIES
The work below is representative of the scope of work performed within this job classification. Individual job duties will vary based on work assignment or location.

• Provide Administration departmental support

• Provide complex administrative support for Project Managers and related staff supporting the Destination Medical Center Initiative.
• Prepare Request for Council Action (RCA) forms as requested.
• Complete research and data collection and prepare special reports as directed.
• Develop effective presentations for departmental and City leadership.
• Create newsletters, bulletins, pamphlets, forms, surveys, and related items using design programs such as Canva.
• Update the departmental websites and maintain current content

• Provide general administrative assistance

• Manage department records and files.
• Compare calendars to plan and schedule meetings and events and office activities.
• Serve as a Department point of contact for internal and external customers.
• Respond to requests and inquiries according to established policy including routing messages and calls as appropriate
• Prepare, proofread and file documents.
• Update, maintain, and retrieve information in departmental systems, databases, and website.

• Act as secretary for assigned boards and commissions

• Prepare agendas, documents, correspondence, and meeting information.
• Take and distribute official meeting minutes.
• Prepare Requests for Council Action and communicates action taken by Council to appropriate personnel.

• Miscellaneous

• Assist in preparing and monitoring office budget.
• Maintain inventory of office supplies and equipment.
• Troubleshoot office equipment, printers, computers, fax machines and copiers and schedule needed maintenance.

Perform other duties as assigned or necessary.

• ESSENTIAL FUNCTIONS

MINIMUM QUALIFICATIONS
Education and Experience
An Associate's degree from an accredited program in business, accounting, communications, administrative support or closely related field AND a minimum of three (3) years of full-time employment experience providing executive administrative support in a relevant setting.

EMPLOYEE BENEFIT AND RETIREMENT SUMMARY

Job Type: Full-time

Pay: $27.97 - $35.75 per hour