What are the responsibilities and job description for the Executive Assistant - Administration position at City of Rochester?
The City of Rochester invites applications for the position of:
Executive Assistant - Administration
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
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.
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!
- This position will primarily be onsite. Remote work may be available for 1 day per week but the need to be flexible and available is a necessity to meet the needs of the department as this role supports many City leaders and teammates.
2023 starting salary is $28.53 per hour with advancement to $36.47 per hour.
Review of applications will begin on September 27th, and applications will be accepted until the position is filled.
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
- 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.
- 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.
- 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.
*ESSENTIAL FUNCTIONS 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.
Salary : $28 - $36
