Executive Assistant, Deputy City Administrator

General Description

This position is responsible for assisting the City Administrator and other department heads with conducting, analyzing, and making recommendations on a wide range of municipal programs, operations, services, and policies. Duties also include assisting with the preparation of the city budget and undertaking various special projects.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions related to the type of work of the position as necessary.

• Coordinates and oversees the development and implementation of various projects in different departments; identifies funding sources; updates spreadsheets, depending on the project; assists with the bidding processes and the selection of consultants and contractors.

• Researches and drafts policies, procedures, resolutions, etc.; gathers, interprets, and analyzes data; presents recommendation to the City Administrator or department head.

• Assists with preparing and reviewing annual budget, including researching and securing various funding sources.

• Maintains Excel spreadsheets on various projects, which could be used to update the city’s webpage.

• Represent the city at various functions, serves as a liaison to various committees and organizations, and makes recommendations as requested.

• Prepares drafts of letters, presentations, resolutions, ordinances, contracts, administrative policies, and similar documents as assigned.

• Organizes, plans, and implements annual McDonough 101 classes in coordination with each department; attends classes presented by departments; communicates with interested citizens.

• Represents the City Administrator at meetings and functions and serves as a conduit for information between the City Administrator and staff.

• Operate a city vehicle on occasion.

• Performs other related duties as required.

Knowledge, Skills and Abilities:

• Knowledge of modern policies and practices of municipal government, including budget preparation and administration.

• Knowledge of city codes, ordinances, resolutions, policies, and guidelines regarding the city organization and operations.

• Knowledge of regional and state programs that affect the city.

• Knowledge of functions and activities of city departments.

• Knowledge of state laws, regulations, and guidelines governing city operations.

• Skill in preparing and reviewing municipal and capital project budgets.

• Skill in effectively communicating policy and procedural recommendations and other issues to City Council, commissions, employees, community groups, and the public.

• Skill in operating a computer and the use of Microsoft programs (e.g. Excel, Word, and Outlook).

• Skill in providing responsive advice and staff support to the Mayor and City Council.

• Ability to prepare and analyze comprehensive reports.

• Ability to communicate clearly, concisely, and effectively both verbally and in writing.

• Ability to lead in the formulation, implementation, and coordination of city policies.

• Ability to research and draft city policies.

• Ability to discuss policy recommendations with departments and revise policies, as necessary.

• Ability to analyze budget requests of assigned departments and discuss budget proposals with departmental representatives.

• Ability to serve as liaison to committees, answer policy questions and explain city procedures, accept and review committee input, and supervise staff support services such as preparing agendas and researching policies.

• Ability to perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.

• Ability to prepare clear and concise reports.

• Ability to conduct research of complex issues, analyze information, and present logical conclusions or recommendations.

• Ability to establish and maintain effective working relationships with employees, city officials and the public.

Minimum Qualifications:

Bachelor’s degree required in public administration, business administration or related field; Seven (7) years of progressively responsible administrative work supporting executive level management; valid State of Georgia Driver’s License; or an equivalent combination of education and experience.

ADA Compliance

Physical Ability: Tasks require the ability to exert very moderate physical effort in light work, typically involving some combination of stooping, kneeling, crouching and crawling, and which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (12-20 pounds).

Sensory Requirements: Some tasks require close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.

Environmental Factors: Essential functions are regularly performed in an office with the employee sitting at a desk.