Executive Assistant

City of Omaha; Omaha (NE); On-site; USD 36,000 - 39,000; Part time

Job summary

The City of Omaha seeks a part-time administrative professional to perform varied clerical duties and support the Executive team. You will handle minutes, correspondence, scheduling, and front-desk tasks while following established policies and procedures.

Required are a high school diploma with six years of office experience, strong computer skills, ability to travel domestically and internationally, and excellent written and verbal communication.

Qualifications

• Knowledge of modern office procedures and practices
• Strong business English spelling and commercial mathematics
• Ability to take notes or meeting minutes and transcribe them neatly and accurately
• Ability to learn and adapt to computer and electronics technology and software
• Ability to prioritize multiple projects and meet deadlines
• Ability to compose correspondence and reports
• Ability to travel domestically and internationally by air
• Ability to maintain confidentiality

Responsibilities

• Greet clients and visitors and direct them to staff or rooms
• Handle phone calls and RSVP management
• Organize emails, mail, and documents
• Schedule appointments and arrange travel for staff
• Draft and format documents and policies
• Maintain calendars and filing systems
• Prepare meeting notices and distribute minutes
• Support staff with reports and special projects
• Coordinate relationships with hotels and venues
• Assist with recruitment and interviews as needed
• Maintain CRM contacts and vendor relationships

Skills

Office terminology

Business English

Note taking

Transcribing minutes

Computer literacy

Independent judgment

Travel ability

Written communication

Confidentiality

Safety awareness

Education

High school diploma or equivalent

Tools

Microsoft Office

CRM database

Job description

Work Type: Part-time

Nature of Work: The work of this classification involves performing varied administrative and clerical duties, and requires knowledge of departmental procedures and policies, the ability to complete assignments without supervision, and the ability to take and transcribe minutes of meetings. An incumbent in this position exercises considerable independence in the performance of duties and responsibilities and receives general guidance from a superior.

Education and Experience: (The knowledge, skills, and abilities above may be acquired through, but are not limited to, the following combination of education and/or experience.)

High school graduation or its equivalent AND Six (6) years of professional experience in office administration, preferably in the hospitality industry. OR An equivalent combination of education and experience.

Required Knowledge, Skills, and Abilities:

• Knowledge of modern office and clerical procedures and practices
• Knowledge of business English, spelling, and commercial mathematics
• Knowledge of departmental policies, procedures, and regulations
• Skill in taking notes or meeting minutes and transcribing them neatly and accurately
• Knowledge of and ability to operate a computer or other technology using standard or customized computer or systems software applications appropriate to the assigned tasks
• Ability to learn and adapt to advances in computer and electronics device technology and software
• Ability to prioritize and manage multiple projects and responsibilities while meeting stringent deadlines
• Ability to compose correspondence, reports, and other documents
• Ability to exercise independent judgment in making decisions regarding departmental policies and procedures
• Ability to travel independently to domestic and international destinations via commercial airlines
• Ability to communicate effectively, orally and in writing
• Ability to maintain confidentiality
• Ability to adhere to safety policies, procedures, and guidelines
• Ability to establish and maintain effective working relationships with fellow employees, members of the tourism industry, and members of the general public
• Ability to sit from 76 to 100% of the time, to stand and walk from 26 to 50% of the time, and reach, bend, stoop, push and pull up to 25% of the time
• Ability to use up to thirty (30) pounds of force up to 25% of the time to move objects

Essential Functions: (Any one position may not perform all of the duties listed, nor do the listed examples include all of the duties that may be performed in positions allocated to this classification.)

• Meets and greets clients and visitors, provides information or supplies, and directs visitors to the conference room or proper staff
• Refers appropriate visitor inquiries to the Visitor Information Center
• Answers incoming calls by answering general questions, directing calls to proper staff or maintaining RSVPs
• Organizes and prioritizes information, including emails, phone calls, mail, and correspondence
• Conducts RSVP calls regarding attendance to meetings and schedules appointments as requested
• Opens and sorts incoming mail, posts outgoing mail, and assists in shipping packages
• Provides operational support, including filing, maintaining calendars, correspondence, report preparation, and completion of special projects
• Drafts, edits, and formats documents, handbooks, policies, memorandums of understanding, and requests for proposals
• Maintains appointment schedule and oversees travel arrangements for staff
• Provides meeting notices and information packets, coordinates venues, and records and distributes minutes for weekly staff meetings and other meetings
• Ensures the Executive Director/President has all necessary information and materials for meetings, speaking engagements, travel, and events
• Maintains up-to-date administrative files including contacts, Board of Directors and committee rosters, and City/County elected officials contact lists in Customer Relationship Management (CRM) database
• Coordinates attendance of elected officials, community leaders, and business leaders at various Omaha Visitors and Convention Bureau (OCVB) events
• Researches public policy, governmental affairs, destination marketing campaigns, destinations, and other information as requested
• Assists in the coordination of recruitment and interviews candidates for OCVB positions
• Establishes and maintains effective business relationships with representatives of Omaha hotels/motels and facilities including composing thank you notes and other follow-up correspondence
• Assists with expense reports and compiles and organizes receipts
• Assists in the development of funding requests and final reports to jurisdictions and funding agencies
• Maintains regular job attendance in accordance with a schedule established for the position by the supervisor
• Performs other related duties as assigned or as the situation dictates within the scope of this classification

Special Qualifications: Must possess a valid motor vehicle operators license from the time of appointment. Must be available to work flexible hours, weekends, and holidays. Must pass a typing test with a net accuracy rate of at least sixty-five (65) words per minute with 90% accuracy at the time of application.

Pay Range: $26.69 Hourly

Benefits: Not applicable to part-time/seasonal employment

Who Can Apply: Any person who meets the qualifications and other requirements described in this posting.

Examination Information: Not applicable to part-time/seasonal employment

Veteran Points: Not applicable to part-time/seasonal employment

Conditions of Employment: Candidates must provide proof of U.S. citizenship, permanent residence, or authorization to work without sponsorship. The City of Omaha reserves the right to conduct pre-employment inquiries or evaluations of candidates for employment as it deems appropriate for the particular position. Pre-employment inquiries may include, without limitation: verification of employment history and educational attainment; review of driving, credit, and criminal convictions; hearing, drug, functional capacity, psychological, vision, and medical tests; and/or any other relevant background information deemed appropriate to determine the suitability of the applicant for the position. Failure to provide the information requested in the application and hiring process in a truthful, timely, accurate, and complete manner may result in disqualification, revocation of a conditional offer of employment, or termination.

Reasonable Accommodation: The City of Omaha does not discriminate on the basis of disability. If you need a disability-related accommodation during the job application or selection process, advise the Human Resources Department at least 48 hours prior to the need by emailing [e-mail].

If Under Age 16: Any employee under the age of 16 will need to provide a copy of your certified Nebraska Department of Labor Employment Certificate (for Minors 14 and 15 Years of Age) in order to begin working. Visit the Nebraska Department of Labor website to download the form https://dol.nebraska.gov/LaborStandards/WorkerRights/EmploymentOfMinors

For a complete job description please visit the City of Omaha's website at hr.cityofomaha.org/compensation

Contact Points:

City of Omaha Human Resources Department
1819 Farnam St, Suite 506
Omaha, NE 68183
Phone: [phone]
Fax: [phone]
Website: hr.cityofomaha.org
Email: [e-mail]

The City of Omaha is an Equal Opportunity Employer.