Executive Management Assistant

$54,183.00 - $73,686.00

City of Chandler

December 3, 2018

The City of Chandler Mayor and Council Department is currently seeking qualified individuals to fill the full-time position of EXECUTIVE MANAGEMENT ASSISTANT. Classification Summary: The primary function of an employee in this class is to facilitate communication between members of City Council, City Manager's Office, Communications and Public Affairs Department (CAPA), and the public. This is accomplished by providing City Council members, City Manager's Office, and CAPA information; identifying issues; researching and responding to citizen requests for information; preparing correspondence and reports, interpreting policies and procedures; assisting with constituent complaints; and maintaining calendars. Other duties include coordinating activities with the City Manager's office, representing elected and appointed officials at meetings and on committees, coordinating special projects, and creating promotional materials and newsletters.

Essential Functions (list not exhaustive): • Receives, investigates and answers sensitive and often confidential requests for information from citizens, employees, department directors, vendors, local businesses, and community groups; may confer with management and legal counsel to determine City's position on an issue; coordinates and implements solutions to resolve the problem or issue; communicates and follows-up to ensure that the issue has been appropriately addressed; • Makes decisions, interprets policies and procedures and serves as a representative of the City Manager's Office, Mayor/Council's Office, and/or CAPA; • Performs extensive research for special projects; collects information on operational technical, and administrative problems and performs comprehensive analysis including conducting, completing, and analyzing studies, surveys, and audits; writes clear and accurate reports which may be complex, controversial, or highly sensitive; makes recommendations based on findings to senior management; • Writes a variety of complex correspondence and documents for internal/external use; drafts letters, articles, city bulletins, newsletters, speeches, editorials, and other publications; • Schedules meetings and appointments for City Manager's Office and/or Mayor/Council staff by establishing and maintaining a calendar of appointments, events and meetings; makes travel arrangements, secures meeting space, coordinates catering or other logistical items as needed; prepares and distributes meeting agenda and minutes as needed; • Plans, coordinates, and promotes neighborhood and community programs and events for community groups and citizens initiated by the Mayor/Council and/or City Manager's Office. This may include researching community needs to develop appropriate programs; organizing and allocating equipment, facility space, and staff; negotiating and monitoring contracts for service providers; evaluating and assessing the program or events effectiveness; recommending and/or implementing changes to the programs; maintaining financial records, including revenue and fees generated by events or programs if applicable; • Initiates and coordinates the City Council, other Board and Commissions agenda collection process for the City Manager's Office, Mayor/Council and/or CAPA, this may include producing spreadsheets and calendars with due dates, compiling reports and related documents; ensuring proper formatting, accuracy and completeness, obtaining the appropriate signature approvals and providing the agenda items in a timely fashion to the City Clerk prior to study sessions and Council meetings; • Assigns and processes citizen requests in a computerized maintenance management system; monitors responses to citizens; prepares weekly reports for Mayor and Council and City Manager's Office; • Assists in preparation and coordination of division's budget; prepares cost estimates for budget recommendations; maintains budget files, tracks, and reconciles division budget accounts, expenditures, transactions, financial statements and reports; investigates discrepancies; estimates expenditures; updates management on budget problems, policies and procedures; • Prepares graphic presentations as required for Boards and Commissions and City Council; • Works with citizen groups or other boards and committees; • Represents the Mayor/Council Office, City Manager's Office, City Clerk's Office, and/or CAPA by attending meetings and committees; presents information to staff, departments, and management; • Processes and verifies financial and purchasing functions and entries which may include purchase requisitions, service orders, invoices, check requests, and P-Card reconciliations; • Designs, formats and writes content to update the division Intranet and/or department website; • Performs all work duties and activities in accordance with City policies and procedures; • Works in a safe manner and reports unsafe activity and conditions. Follows Citywide safety policy and practices and adheres to responsibilities concerning safety prevention, reporting and monitoring as outlined in the City's Safety Handbook.

Desired Qualifications: • A Bachelor's Degree in Public or Business Administration, Communication of related field; • Previous experience working for an elected official, City Manager, county administrator, or CEO of a major corporation.

Minimum Qualifications: • Associate's Degree in Public or Business Administration or related field; and • Three (3) years of progressively responsible and related experience in researching and analyzing data, responding to citizen/customer requests and/or program management; and • Valid Arizona Driver's License with acceptable driving record; or • Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

The position available is a full-time position and is subject to a six (6) month probationary period. A register of qualified candidates will be active for four (4) months should another position become available. The City of Chandler fingerprints all applicants selected for hire to evaluate the fitness of prospective employees. The examination process may vary if determined necessary. The City of Chandler is committed to Equal Opportunity & Reasonable Accommodation. For consideration, please apply on-line at www.chandleraz.gov/jobs by December 16, 2018.