EXECUTIVE OFFICE COORDINATOR
(An Unclassified, At-Will Position)
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
Under general direction, serves as executive office coordinator for an assigned area in the City Manager’s Office or City Clerk’s Office; independently performs a wide variety of responsible and complex administrative, technical, programmatic, and secretarial duties to relieve assigned executive staff of technical, as well as general administrative details; participates in the development, implementation, and administration of administrative policies, procedures, and programs; prepares a variety of fiscal, administrative, and operational reports; and serves as a liaison with other City departments and staff, outside agencies, and the general public.
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
- Serves as executive office coordinator for an assigned area in the City Manager’s Office or City Clerk’s Office, independently planning and coordinating day-to-day operations, functions, and services; directs, coordinates, and reviews assigned activities and operations including assigned accounting, administrative support, technical, and/or programmatic service areas.
- Reviews and organizes office operations; prepares and revises various administrative operating procedures, rules, regulations, and clerical systems; develops and revises office forms and report formats; initiates, organizes, and maintains complex filing systems and records.
- May assign work activities, projects, and programs to administrative support staff; reviews and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems; recommends improvements in work flow, procedures, policies, and use of equipment and forms; implements improvements as approved.
- May participate in the selection, training, and evaluation of assigned administrative support personnel; provides or coordinates staff training; works with employees to correct deficiencies; recommends discipline and termination procedures.
- Serves as primary contact and liaison for assigned functions and programs with other City departments and staff, the general public, and outside agencies and organizations; negotiates and resolves sensitive and controversial issues; explains, justifies, and defends programs, policies, and activities.
- Assists executive management staff in collecting, compiling, and analyzing information from various sources on a variety of specialized topics related to programs administered by the position or by management staff; participates in the preparation of reports that present and interpret data, identify alternatives, and make and justify recommendations.
- Performs a wide variety of complex, responsible, and confidential duties for executive management staff and other staff as assigned; relieves executive staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
- Types, word processes, and proofreads a wide variety of reports, letters, memoranda, correspondence, and statistical charts; types from rough draft, verbal instruction, or transcribing machine; independently composes correspondence and reports related to assigned area of responsibility.
- Directs and participates in the maintenance of a calendar of activities, meetings, and various events for assigned staff; coordinates activities with other City departments, the public, and outside agencies; directs and participates in coordinating and processing staff travel arrangements.
- Screens calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information and assistance; researches information related to City regulations and office policies; assists the public and other City staff in interpreting and applying City policies, procedures, codes, and ordinances.
- Performs accounting duties in support of the assigned area; coordinates and tracks accounts payable and accounts receivable; participates in accounting for and processing of requisitions and expense vouchers for assigned area including travel expenses, mileage, and credit card usage; submits demands for, disbursement of, and accounting for petty cash fund.
- Attends Council/staff subcommittee meetings and other meetings as assigned; attends meetings to take and maintain minutes of meetings.
- Utilizes various computer applications and software packages; maintains and generates reports from a database or network system.
- As assigned, oversees and participates in the coordination, preparation, and distribution of the City Council Agenda, coordinating with the City Attorney’s Office, City Clerk’s Office, City departments, and the Information/Duplicating Center; schedules and attends management staff meetings; reviews staff reports for errors and matching agenda wording and recommendations; prepares agenda for duplication including incorporation of resolutions and ordinances; coordinates and oversees the duplicating process; coordinates and participates in setting up Council meetings.
- As assigned, serves as primary contact for completion of contracts approved by City Council; coordinates signature gathering, insurance filing requirements, notarization, recordation, and tracking.
- As assigned, manages the Project Tracking System; manages the insurance tracking system; oversees the Customer Comment Card program; creates monthly and year-end reports.
- Performs duties of the Executive Assistant to the City Manager during absences of the Executive Assistant.
- Performs related duties as required.
- Provides vacation and temporary relief as necessary.
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.
- Operations, services, and activities of assigned functions, programs, and operations.
- Principles of office management including principles and practices of work organization.
- Pertinent Federal, State and local laws, codes and regulations.
- Modern office procedures, methods and equipment including computers.
- Computer applications such as word processing, spreadsheets, and statistical databases.
- Basic processes, procedures, and practices of budget preparation and administration.
- Principles and practices of fiscal, statistical, and administrative research and report preparation.
- Principles of business letter writing and basic report preparation.
- Methods and techniques of public relations.
- Principles and procedures of record keeping.
- Basic bookkeeping practices.
- English usage, spelling, grammar and punctuation.
- Perform responsible and difficult office management, administrative support, and secretarial duties involving the use of independent judgment and personal initiative.
- Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
- Understand, interpret and apply administrative and office policies and procedures.
- Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
- Research, compile, analyze, and interpret data.
- Participate in the preparation of a variety of administrative and financial reports.
- Independently prepare correspondence and memoranda.
- Implement and maintain filing systems.
- Type at a speed necessary for successful job performance and as deemed appropriate by the department.
- Operate and use modern office equipment including a computer and various software packages.
- Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
- Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
- Demonstrate an awareness and appreciation of the cultural diversity of the community.
- Communicate clearly and concisely, both orally and in writing.
- Establish and maintain effective working relationships with those contacted in the course of work.
Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education/Training: Equivalent to the completion of the twelfth grade. Additional specialized course work in public administration, business administration, or a related field is desirable.
Experience: Four years of increasingly responsible secretarial and clerical experience.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Environment: Standard office setting. Exposure to dust from paperwork. Work schedule is 9/80 with alternating Fridays off in a biweekly period. Work environment is both formal and informal, team- and autonomy-oriented, having variable tasks, pace and pressure.
Physical: Primary functions require sufficient physical ability to work in an office setting and operate office equipment. CONTINUOUS sitting, upward and downward flexion of neck; fine finger dexterity and light to moderate finger pressure to manipulate keyboard, equipment controls, and other office equipment; pinch grasp to manipulate writing utensils. FREQUENT side-to-side turning of neck, walking, standing, bending and stooping, pushing/pulling, twisting at waist, moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. from below waist to above shoulders and transporting distances up to 50 yards. OCCASIONAL squatting, kneeling, reaching above and at shoulder height, moderate grasping to manipulate reference books and manuals; lifting objects weighing 20-35 lbs. from below waist to above shoulders and transporting distances up to 50 feet.
Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.
Hearing: Hear in the normal audio range with or without correction.
Date: March 2006
Revised by MH/Department