Executive Assistant to the City Manager’s Office Job Vacancy in City of Kalamazoo, MI Kalamazoo, MI 49007 – Latest Jobs in Kalamazoo, MI 49007

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Company Name : City of Kalamazoo, MI
Location : Kalamazoo, MI 49007
Position : Executive Assistant to the City Manager’s Office

Job Description : Incumbent is responsible for providing a full range of office support including complex and sensitive information to the City Manager, Deputy City Managers and other staff, and assists in carrying out policies and programs related to these functions.
The Executive Assistant is a specific classification that is distinguished from other classifications by its responsibilities within the Office of the City Manager.
Examples of Duties
Provides administrative assistance which includes taking and transcribing notes and minutes; processes, logs and files transcribed information; composes letters; distributes mail, and researches information for projects.
Provides financial and accounting support and maintains financial records for City Manager and City Commission;
Designs and creates City documents as necessary.
Ensures calendars and e-mails are monitored and updated.
Serves as recording secretary for various boards (e.g., Citizens Public Safety Review and Appeals Board), which includes documenting issues addressed and, when further action is needed, submitting records to the City Manager and other applicable staff.
Manages City Manager’s communications to the City Commission.
Assists the public and staff with problems and concerns by responding directly or referring them to the appropriate person.
Orders and maintains an inventory stock office supply of office materials.
Assists in facilitating various community events and special projects.
Monitors and prepares payroll functions.
Assists with coordinating community and special events involving the City Manager’s Office and City Commission.
Performs other duties within the City Manager’s office as needed.
Performs other duties for the City Commission as needed.
Essential Qualifications
High School Diploma or General Equivalency Degree (G.E.D.) or equivalent is required.
Minimum of 5 years of experience in an administrative support function
Must pass City-administered proficiency tests in the following areas:
Typing (minimum score for this position is 50 WPM)
Microsoft Excel
Proofreading
Relocation is not offered for this position
Must be authorized to work in the United States without organizational sponsorship
Acceptable Training and Experience
Associate’s degree (A.S., A.A.) or two year technical certificate or equivalent is preferred
Proven proficiency in Microsoft Outlook, PowerPoint and Word
Proven track record of success in providing excellent customer service through verbal, written, and electronic communications
Demonstrated ability to achieve objectives in an environment in which handling multiple tasks simultaneously is the norm. Skilled in prioritization and successfully meeting non-negotiable deadlines
Possesses managerial courage, a strong professional presence, and is comfortable communicating across all levels of the organizational hierarchy
Demonstrated comfort with highly sensitive information and exhibits the appropriate level of discretion in all forums
Knowledge of:
Office equipment and technology (i.e., computer, printer, calculator, etc.)
Multi-line phone system
Writing and English Grammar
Research Abilities
Excellent judgment (knowing when to take action and when to ask for help)
Comfort with financial data
Municipal Operations (desirable)
The City of Kalamazoo is an Equal Opportunity Employer. We strive to be a diverse, equitable, inclusive employer by creating an environment where different perspectives and experiences are welcomed and encouraged. This approach will give each current and potential employee the opportunity to learn, grow and contribute to the City of Kalamazoo.

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