Executive Assistant

City of Johnson City; East Park (TN); On-site; USD 35,000 - 52,000; Full time

Job summary

The City of Johnson City in Tennessee seeks an Executive Assistant Administration Office to provide high‑level support to the City Manager and Board of Commissioners. The role manages the City Manager's schedule, prepares agendas, handles correspondence, files, and public inquiries.

Strong secretarial skills, PCs, and communication abilities are essential for this central government contact point. Important duties include coordinating travel, taking minutes, organizing meetings, and producing

Qualifications

• Minimum high school diploma or equivalent; college-level business courses in accounting, customer/public relations, computers, and office management.
• Typing proficiency and strong secretarial skills; capable of operating various office machines; strong communication skills.
• Minimum one year experience in a similar position; 3 years preferred when combined with education.

Responsibilities

• Manage Administration Office daily operations and City Manager's schedule.
• Prepare Commission meeting agendas and organize items for approval.
• Prepare correspondence, interoffice forms, requisitions and related papers.
• Assist internal/external callers and visitors; refer to proper department.
• Maintain files and distribute notices, memoranda and directives.
• Coordinate travel for City Commissioners and staff; take minutes as needed.
• Attend meetings to take notes and support staff coordination.
• Handle public relations and routine clerical tasks for City Manager's office.

Skills

MS Word

Excel

PowerPoint

Adobe Acrobat

Education

High School Diploma

Job description

The City of Johnson City, Tennessee is currently accepting online applications for an Executive Assistant Administration Office. The employee position performs complex skilled clerical and intermediate administrative work, which includes a variety of secretarial and administrative duties in the City Manager's office; works directly with the Board of Commissioners; does related work as required. This Position Reports To: Special Projects Manager. This position provides highly responsible administrative/clerical support for the Board of Commissioners, City Manager and Assistant City Managers. It is the focal point of the City government and the central point of contact with the general public. This employee must be familiar with all phases of the City government. This position can be challenging in nature with the performance of difficult and varied clerical and public contact work. There is often numerous projects covering a wide scope of subjects that require time sensitive completion. This employee must have the ability to work independently and exercise good judgement calls. The person in this position must possess strict organizational skills as well as good oral and written communication skills. This position handles numerous phone calls, provides switchboard relief, operates standard office equipment and performs related tasks as required.

Essential Functions of Position:

• Responsible for daily management of Administration Office & coordination of City Manager's schedule making sure she/he stays on schedule and meets various personal as well as written commitments;
• Prepares agenda for Commission meeting including the collection and organization of items requiring Commission approval;
• Prepares correspondence, interoffice forms, requisitions and related papers;
• Assists all internal and external callers & visitors, ascertains the purpose of their call/visit and refers them to the proper department;
• Files office correspondence and records, determining proper file designation to be used, and sees that the proper distribution and disposition of notices, memoranda, directives and related material is made;
• Collects and compiles information on miscellaneous projects for the City Manager;
• Assists City Manager in the preparation of material for submission to the City Commission;
• Makes decisions on minor administrative matters;
• Manages, with a great deal of latitude, the publication of reports and Commission agenda;
• Interacts daily with City Commissioners, keeping them informed as to special meetings and functions;
• Coordinates all travel for City Commissioners, City Manager, Administration Staff and Other Internal Staff;
• Attends meetings (where needed) to take minutes, etc.;
• Organizes and coordinates business/staff meetings and social meetings, when needed;
• Assists in coordinating work with others in Administrative offices;
• Deals with public and complaints as representative of the City Manager's office;
• Notarizes documents executed by Mayor and City Manager;
• Performs a wide variety of public relations, account‑clerical and administrative aide type tasks;
• Performs related tasks as required.

Required Knowledge, Skills and Abilities:

Must be proficient in the following software programs: Word, Excel, PowerPoint and Adobe Acrobat. Thorough knowledge of departmental operations and procedures; thorough knowledge of business English, spelling, and basic accounting principles; thorough knowledge of office methods, procedures, and equipment operations; ability to be decisive in routine as well as non-routine problem solving in accordance with laws, ordinances, and regulations; excellent keyboard skills are required due to the high volume of letters, reports, memoranda, etc.; ability to maintain fiscal and complex clerical records and generate accurate reports; ability to prepare effective correspondence and perform office management procedures without referral to a supervisor except when necessary; ability to establish and maintain effective working relationships with fellow employees as well as the general public; manual dexterity required for the efficient use of office equipment such as keyboards, scanning devices, etc.; ability to sit for extended periods of time while at workstation or desk.

Acceptable Experience and Training:

Minimum high school diploma or equivalent; supplemental business courses at the college level in accounting techniques, customer and public relations/service, computers, and office management; must demonstrate proficiency in typing and secretarial skills, operation of various office machines, and oral and written communication skills; minimum one year experience in similar position, strongly prefer 3 years of any equivalent combination of work experience and education.
Pre-employment physical and background check required.