EXECUTIVE ASSISTANT TO THE MAYOR/CAO

DEPARTMENT: Mayor's Office

DIVISION: Mayor's Office

Pay Grade: GRADE 140: $58,698.30 - $85,112.53 Annual Salary ($28.22 - $40.92 Hourly) Hourly Rate

FLSA Status: Exempt, Non-Merit, Full-Time, Full-Benefits

GENERAL PURPOSE

This position performs a variety of highly responsible, confidential, and complex secretarial and administrative duties for the Mayor, Chief Administrative Officer, or City Council, including preparing reports and attending meetings in support of assigned duties and providing general information and assistance to the public. Receives direction from the Mayor, Chief Administrative Officer, or City Council. Exercises direct supervision over clerical staff. This position also plays a critical role in supporting executive operating discipline by ensuring the coordination of meetings, information updates have been communicated, and routing other city issues is aligned with established leadership roles, authority, and decision-making protocols of the Mayor's Office and Chief Administrative Officer.

ESSENTIAL JOB FUNCTIONS

• Review, research, and summarize a variety of fiscal, statistical, and administrative information; prepare related reports, newsletters, and correspondence.
• Coordinate activities with, and provide information to, outside contractors and service providers; prepare contracts for service providers.
• Interpret city policies, procedures, laws, and regulations in response to routine inquiries and complaints; refer matters requiring executive direction, operational decisions, or policy interpretation to the appropriate authority.
• Participate and assist in the administration of the Mayor, Chief Administrative Officer, or City Council's office; recommend organizational or procedural improvements related to administrative and support activities.
• Coordinate the clerical support functions of the office to which assigned.
• Participate in the preparation and administration of grants; monitor new legislation and regulations to ensure that assigned programs are following grant requirements.
• Attend a variety of meetings including departmental, advisory board, and related meetings with outside agencies; prepare agendas and presentation materials; prepare minutes for selected meetings; document decision and action items; and disseminate information to city staff consistently with executive direction.
• Answer questions and provide information to city staff and the public regarding city procedures and policies.
• Refer matters requiring executive judgment or operational direction to the appropriate authority.
• Prepare correspondence, schedule meetings, and maintain administrative files for head of assigned area, ensure meeting coordination aligns with established executive roles and attendance expectations.
• Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for office supplies and equipment; monitor and control expenditures.
• Assist in the preparation of graphics for presentations and distribute publications to the public.
• May serve as staff liaison to advisory boards and the City Council, including preparing agenda items and supporting materials in coordination with the Mayor and the Chief Administrative Officer.
• Participate in safety and risk management activities; take action to reduce liability to the city.
• Attendance and punctuality are essential functions of this position. Employees are required to work as a team and frequently meet with co-workers and supervisors; employees are required to communicate in-person with the public during office hours; and employees are required to use on-site equipment.
• Assist in routing requests, issues, and information to the appropriate executive authority to ensure matters are addressed at the correct organizational level.
• Perform other related duties as required/assigned.

EDUCATION AND EXPERIENCE REQUIREMENTS

• At least five years of responsible secretarial or administrative experience related to the area of responsibility, including experience supporting senior leadership or executive-level functions.
• Associate degree in business administration or a related field.
• An equivalent combination of the above-stated work experience and education is acceptable.

SPECIAL REQUIREMENTS

• Possession of, or ability to obtain, an appropriate, valid Utah driver's license within 180 days from hire.
• Employees will be required to complete NIMS IS100 and IS700 within six months of hire.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of pertinent federal, state, and local laws, codes, and organizational policies and operating procedures relevant to the area to which assigned.
• Knowledge of modern office procedures, methods, and equipment.
• Knowledge of executive-level organizational roles, authority, and decision-making protocols within a municipal government environment.
• Knowledge of business letter writing and basic report preparation.
• Knowledge of the principles and procedures of filing and record keeping.
• Knowledge of the principles of supervision, training, and performance evaluation.
• Knowledge of English usage, spelling, grammar, and punctuation.
• Knowledge of basic arithmetic.
• Skill in interpreting and applying pertinent federal, state, and local laws, codes, and regulations relating to assigned activities.
• Skill in interpreting and applying administrative and city policies, procedures, laws, and regulations within established guidelines and referring matters requiring executive judgement to the appropriate authority.
• Skill in independently performing the most difficult administrative support services.
• Skill in performing responsible and difficult secretarial work involving the use of independent judgment and personal initiative.
• Skill in independently preparing correspondence and memoranda.
• Skill in supervising, training and evaluating assigned clerical staff.
• Skill in taking and transcribing dictation, if required by assigned position, at a speed necessary for successful job performance.
• Skill in operating modern office equipment, including a computer and word processor.
• Skill in working cooperatively with other departments, city officials, and outside agencies.
• Skill in interpreting and explaining city policies and procedures and supporting compliance through established administrative processes.
• Skill in planning, organizing, and scheduling office priorities.
• Skill in supervising, training, and evaluating assigned staff.
• Skill in coordinating executive-level meetings, agendas, and information flow in a manner consistent with established leadership roles and operating expectations.
• Skill in typing at a speed necessary for successful job performance.
• Skill in communicating clearly and concisely, both orally and in writing.
• Ability to establish and maintain effective working relationships with those contacted in the course of work.
• Ability to maintain mental capacity allowing for effective interaction and communication with others.
• Ability to exercise discretion, judgment, and professionalism when handling sensitive or confidential executive matters and when routing issues to the appropriate level of authority.
• Ability to maintain effective audio-visual discrimination and perception needed for: making observations, communicating with others as required by the position.
• Ability to comply with all city policies and regulations, including safety and risk management standards.

WORKING CONDITIONS & PHYSICAL REQUIREMENTS

• The work environment is primarily inside, where the noise and temperature levels are moderate.
• The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.
• Must possess the visual ability to see clearly at close (less than 20 inches) and far (20 feet or more) distances and adjust the eye to bring an object into sharp focus.
• Additionally, the following physical abilities are required: standing, walking, sitting, using hands and fingers to handle or feel, reaching with hands and arms, stooping, kneeling, crouching, talking, and hearing.

OGDEN CITY BENEFITS

• Language Pay
• Longevity Pay
• Holidays
• Sick, Vacation, and Comp Time Leave
• Medical and Dental
• EAP- Employee Assistance Program
• Life Insurance
• Long-Term Disability
• Employee Loan Program- Computer, Bike & Exercise equipment loans when available
• Wellness Program
• Tuition Reimbursement

FULL JOB DESCRIPTION ATTACHED AS PDF