Executive Secretary

City of Rock Island; Rock Island (IL); On-site; USD 55,000 - 70,000; Full time

Job summary

City of Rock Island seeks an Executive Secretary to support the City Manager, Mayor and City Council. The role requires discretion, independence, and handling confidential information with broad objectives and limited supervision.

Responsibilities include preparing agendas and packets, managing calendars, taking dictation and minutes, and coordinating with multiple City departments. Strong secretarial background and knowledge of city procedures are essential.

Qualifications

• Two-year college or business school with major course work in secretarial science, business administration, or Public Administration.
• Thorough secretarial or administrative experience at the executive level; or equivalent training/experience.
• Knowledge of business English, grammar, punctuation, and arithmetic.

Responsibilities

• Prepare council meeting agendas, packet information, and coordinate with City Manager and staff for scheduling items and work sessions.
• Perform difficult confidential secretarial services with substantial public contact.
• Maintain daily calendar for City Manager and Mayor; take dictation and minutes; draft letters and distribute materials.

Skills

Executive secretarial

Discretion & confidentiality

Independent worker

Dictation & transcription

Education

Two-year college or business school (secretarial/science)

Tools

Word processing

Spreadsheet

Database management

PowerPoint

Website knowledge

Job description

This is highly responsible executive secretarial work for the City Manager and Mayor and providing administrative support to the City Council. Work is performed under the administrative direction of the Mayor and City Manager.

Executive Secretary work involves responsibility performing difficult confidential secretarial services involving considerable public contact. Work requires the exercise of discretion in performing daily activities based on a complete knowledge of administration policies and procedures and the City operations. Work also involves important contacts with officials of the City Council and the City’s departments and offices. Work assignments are generally given with broad statements of objectives and performed with a considerable degree of independence.

The position has specific responsibilities for preparing the city council meeting agendas, packet information and coordinating with the City Manager and other city staff for scheduling agenda items and work sessions.

This position will also complete special projects as assigned by the City Manager.Performs diverse and complex secretarial work; performs confidential assignments; handles a variety of administrative details, which involves contact with department directors and various City officials and representatives; maintains the daily calendar for the City Manager and Mayor.

Types administrative and statistical material, staff papers, correspondence, reports, agreements, contracts, ordinances, resolutions, and budget documents, some of which contain sensitive or confidential information.

Compiles and assembles data from source material; edits information for major reports, presentations, and agendas; and collates, prepares, and distributes materials to appropriate persons.

Takes and transcribes dictation of a varied and complex nature from City Manager; takes minutes and verbatim or summary notes at meetings; prepares, types, and distributes minutes; composes and types letters of a routine nature; and develops and maintains a filing system, which includes official records, administrative, and confidential material.

Screens and routes calls, visitors, and mail; interprets policies, rules, and regulations in response to queries from others; answers and/or refers complaints and inquiries to appropriate persons.

Schedules appointments; arranges for conferences and meetings; and makes travel arrangements.

Prepares and issues some city permits and licenses; maintains records of license holders and fee payment status; notifies holders as to renewal requirements; issues receipt and collects license fees.

Receives and reviews applications for special events on the Great River Plaza or neighborhood events and events involving city streets; sends to appropriate city departments for review; ensures requirements are met; creates reports for City Council approval; sends written confirmation to sponsors and collects fees as needed.

Coordinates and prepares the list of city employees and boards and commissions required to complete a statement of economic interest for Rock Island County.

Establishes office procedures and policies; provides effective and efficient customer services and promotes and maintains responsive community relations.

Provides confidential administrative support to the Mayor, City Council and City Manager. Understands the confidential nature of the work and sensitive political atmosphere.

Provides effective and efficient customer services and promotes and maintains responsive community relations.Graduation from a two-year college or business school with major course work in secretarial science, business administration, or Public Administration; thorough secretarial or administrative experience at the executive level; or any equivalent combination of training and experience which provides the following knowledge, abilities, and skills:

• Thorough knowledge of business English, grammar, punctuation, and arithmetic.
• Thorough knowledge of the principles and methods of office management and standard office procedures, systems, and equipment.
• Thorough knowledge of the functions, laws, rules, regulations, and policies of the City including the Rock Island Code of Ordinances or the ability to acquire such knowledge during a reasonable period of training.
• Knowledge of local, federal and state statutes, rules, regulations and procedures pertaining to the preparation of agenda related materials and maintenance, storage, retrieval and destruction of public documents.
• Knowledge of software packages for the purposes of word processing, spreadsheet applications, database management, power point presentations and website.
• Ability to exercise mature judgment, maintain confidentiality, and make responsible decisions in accordance with established policies and procedures.
• Ability to prioritize, organize, and perform work independently and to handle multiple tasks simultaneously with frequent interruptions.
• Ability to plan and maintain complex office and record keeping sequences and systems.
• Ability to type and take and transcribe difficult dictation accurately and rapidly and transcribe and distribute minutes of formal meetings.
• Ability to communicate effective orally and in writing and develop reports and presentations.
• Ability to compose and prepare correspondence as well as express oneself clear on complex subjects.
• Ability to establish and maintain effective working relationships with public officials, employees, staff, resource and community organizations, and so on aff and the general public and to effectively and discreetly convey information.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed mostly in office setting, hand-eye coordination is necessary to operate computers and various pieces of office equipment.

While performing the duties of this job, the employee is frequently required to sit and talk or hear; use hands to finger, handle or feel objects, tools or controls; and reach with hands and arms. The employee is occasionally required to walk, and lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision and the ability to adjust focus.

Additional Information

Selected candidates must meet a residency requirement, which includes living in the state of Illinois or Iowa and maintaining a sixty (60) minute response time.