Executive Assistant

Louisville Metro Government; Kentucky; On-site; USD 35,000 - 52,000; Full time

Job summary

Louisville Metro Government is seeking a clerical or administrative support professional to provide essential services within the department. The role involves answering calls, managing inventories, coordinating office functions, and preparing fiscal and administrative reports.

The position operates under general supervision, with the ability to independently develop work methods and sequences to support daily operations.

Qualifications

• High School Graduation or GED required.
• Four (4) years of clerical or administrative support experience.
• Equivalent combination of education, training, and experience may be substituted.

Responsibilities

• Answers phone calls, provides information, takes messages, and routes calls.
• Requisitions equipment, materials and supplies and maintains inventories.
• Coordinates administrative office functions and departmental activities.
• Compiles, calculates and prepares fiscal and administrative reports.
• Composes correspondence, memos and reports for the director's signature.
• Represents the director at meetings to obtain and report information.
• Takes dictation and transcribes materials.
• Schedules appointments and meetings for the director.
• Maintains departmental records and files.

Skills

Clerical experience

Administrative support

Communication skills

Education

High School Diploma or GED

Job description

Summary Objective

The purpose of this position is to provide clerical or administrative support to assigned department.

This class works under general supervision, independently developing work methods and sequences.

ESSENTIAL FUNCTIONS

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

• Answers phone calls, provides information, takes messages, and routes calls.


• Requisitions equipment, materials and supplies and maintains inventories.


• Coordinates administrative office functions and departmental activities.


• Compiles, calculates and prepares fiscal and administrative reports.


• Composes correspondence, memos and reports for the director's signature.


• Acts on behalf of the director in routine administrative matters according to established policies and procedures.


• Represents the director at meetings to obtain and report information.


• Takes dictation and transcribes materials.


• Schedules appointments and meetings for the director.


• Maintains departmental records and files.


• Performs related work as assigned.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

High School Graduation or GED equivalent.

Four (4) years of clerical or administrative support experience.

EQUIVALENCY: An equivalent combination of education, training, and experience may be substituted.

PHYSICAL DEMANDS

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

• Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

UNAVOIDABLE HAZARDS (WORK ENVIRONMENT)

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

• None.

AMERICANS WITH DISABILITIES ACT COMPLIANCE

Louisville Metro Government is an Equal Opportunity Employer. ADA requires the Louisville Metro Government to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

STANDARD CLAUSES

May be required to work nights, weekends, holidays and emergencies (man-made or natural) to meet the business needs of Louisville Metro Government.

This job description is not designed to cover or contain a comprehensive listing of essential functions and responsibilities that are required of an employee for this job. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

ESSENTIAL SAFETY FUNCTIONS

It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses.

Every manager/supervisor is responsible for enforcing all safety rules and regulations. In addition, they are responsible for ensuring that a safe work environment is maintained, safe work practices are followed and employees are properly trained.