Executive Assistant

City of Marysville, WA; Marysville (WA); On-site; USD 65,000 - 90,000; Full time

Job summary

The City of Marysville, WA seeks an experienced executive administrative professional to support the City Administrator and Mayor. This role requires handling confidential matters, coordinating calendars, travel, and communications for a busy Executive Office.

You will manage public records, assist with grants and contracts, supervise staff, and help prepare budgets and financial documents. Collaboration with departments and public agencies is essential.

Qualifications

• Experienced in executive-level administrative support and confidential work.
• Ability to supervise staff and coordinate with multiple departments.
• Familiarity with public disclosure requests and records retention laws.

Responsibilities

• Maintain Mayor’s and City Administrator’s calendars, organize meetings, and arrange travel.
• Provide travel support, expense reimbursement, and meeting coordination for City Council members.
• Answer phones, screen inquiries, and prepare correspondence and reports.
• Supervise administrative staff and coordinate department activities.
• Prepare and analyze budget and financial documents for the Executive Office.
• Track grants, contracts, and reporting requirements; assist with applications.
• Represent the City in meetings with other departments and external partners.
• Ensure timely follow-up on action items and maintain records and minutes.

Skills

Executive support

Supervisory experience

Public records

Calendar management

Grant administration

Budget tracking

Communications

Policy adherence

Education

High school diploma or GED

Associate’s degree preferred

Bachelor’s degree preferred

Tools

MS Office

Records management

Job description

This position provides a wide variety of highly responsible, technically complex, non-routine, and confidential detailed executive-level administrative support to the City Administrator and Mayor. This position reports directly to the City Administrator.

The nature of the work performed by this class is highly confidential and follows established procedures and general directions; incumbents operate independently, applying established policies and alternatives to make routine judgments and decisions. Other duties may be assigned as needed.

1. Acts as department liaison on behalf of the Mayor and City Administrator when dealing with the public and other agencies, inquiring as to manner and urgency of business; answers questions and handles general problems as appropriate, exercising discretion as to information released to various parties.
2. Maintains responsibilities for department public disclosure requests (PDRs), and state records retention laws related to materials that pass through the Executive Office.
3. Proactively maintains the Mayor’s and City Administrator’s calendars, organizes meetings, and arranges travel. Answers and screens the City Administrator’s phone line and incoming mail, directing inquiries as appropriate.
4. Establishes, supervises and personally handles a comprehensive system of tracking the myriad of details associated with a busy Executive Office and city officials; maintains the record keeping and information retrieval systems required for the efficient maintenance of records and documents required by the Mayor, City Administrator and Executive Office.
5. Provides travel support, expense reimbursement and meeting schedule coordination to the City Council members.
6. Independently coordinates department activities, meetings, and various events and activities with other City departments, outside agencies, and the public. Tracks meeting action items and ensures follow-up and follow-through.
7. Coordinates, refers, and/or assumes responsibility for investigating and responding to various inquiries and complaints from citizens and officials; prepares draft correspondence in response to the inquiries/complaints.
8. Serves as the contact and liaison for assigned functions and programs with our City departments and staff, the general public, outside agencies and organization; explain a variety of programs, policies and activities; refer to executive/management staff sensitive and controversial issues as appropriate.
9. Composes, transcribes, types, reviews, and proofreads various correspondence, memoranda, reports, contracts, legal documents, meeting minutes, and other documents.
10. Relays information, instructions, and requests between the Executive Office, Department Directors, City employees, elected officials, and other parties as directed.
11. Approves bills and invoices for payment ensuring they are coded to the correct line-item budget; prepares and transmits a variety of financial documents; and prepares and analyzes the Executive Department budget under the direction of the City Administrator and in coordination with the division managers.
12. Tracks and completes federal, state, and local grant applications and mandatory reporting. Performs research to locate notices of funding availability and sources of grant opportunity.
13. Organizes, coordinates and professionally represents the City in a variety of business and meeting functions that may include representatives of other governmental agencies and other officials.
14. Coordinates meeting logistics and meeting support, including reserving space, contacting participants, preparing agendas, arranging technology, taking minutes, ordering food and beverages as appropriate, and handling follow-up procedures.
15. Assists in the development and implementation of goals, objectives, strategies, policies, procedures and work plans; provides training within and across departments.
16. Orders and maintains inventory of office supplies for the department.
17. Mentors and trains other administrative staff within the department as needed.
18. Performs related duties and responsibilities and special projects as assigned.

A combination of the experience, education, and training listed below which provides an equivalent background to perform the work of this position.

Experience:

• Four (4) years of increasingly responsible administrative and clerical experience including at least two years of supervisory responsibility and executive or elected level administrative support.
• Experience in a high-level executive office and local government experience preferred.
• Previous grant and contract administration experience preferred.

Education and Training:

• High school diploma or GED.
• Associate’s degree from an accredited college or technical school preferred In public administration, communications, business or related field. Bachelor’s degree preferred.

Licenses or Certificates:

• Must possess, or have the ability to possess within one month of hire date, a Washington State Driver’s License.

The physical demands and characteristics of the work environment described here are representative of those occurring in the performance of the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the essential functions of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee must occasionally reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must frequently lift up to 10 pounds; occasionally lift and/or move 10 to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. There may be extended periods of screen time.

This position works in an office, and the noise level in the work environment is usually low to moderate. This position works a regular schedule, however, incumbents will be required to work some evening or weekend hours to attend meetings or other events; and there may be occasional travel for training/meetings.

This position description generally describes the principal functions of the position and the level of knowledge and skills typically required. It does not constitute an employment agreement between the employer and employee, and it is subject to change as the needs of the employer and the requirements of the job change.