Administrative Assistant - City Council

Job Description

Job Description

JOB DESCRIPTION

City Council Administrative Assistant

FLSA Status: Full Time, Non-exempt

Pay Grade: M-9

SUPERVISION:

Supervision Received: Reports to the President City Council Supervision Given: Does not have direct

supervision

Job Summary

The City Council Administrative Assistant provides multi-faceted administrative support and

assistance to the President City Council and Council Members. This position handles a wide range of

administrative tasks while functioning independently by initiating and implementing processes to

manage municipal operations within City Council.

The ideal candidate will support daily operations by scheduling, reporting, data management,

invoicing, presentation preparation, planning, and problem-solving assistance, conduct research,

and prepare reports.

Essential Duties and Responsibilities

Administrative Support

• Provide comprehensive administrative support to executive leadership and management

staff.

• Manage calendars, appointments, meetings, and special events.

• Prepare correspondence, meeting agendas, and follow-up communications.

• Maintain confidential records and documents with professionalism and discretion.

Customer Service

• Resolve escalated customer service calls from residents, customers, vendors, contractors, and

internal departments.

• Respond to inquiries, concerns, and service requests in a professional and timely

manner.

• Support council administration by providing information, researching requests, compiling reports

and presentations.

• Promote positive customer relations through exceptional service and communication.

Ad Hoc Report Preparation

• Prepare ad hoc reports, summaries, and analyses as requested by management.

• Compile and organize data from multiple systems to support decision-making and operational

planning.

• Generate departmental activity reports, service metrics, and project status reports.

Data Entry and Tracking

• Track work orders, permits, invoices, projects, customer requests, and departmental

activities.

• Maintain spreadsheets, databases, and electronic files with a high degree of accuracy.

• Verify and update information to ensure data integrity and compliance with departmental

standards.

Presentation Development

• Create and format professional presentations using Microsoft PowerPoint.

• Assist leadership in preparing materials for board meetings, staff meetings, public

presentations, and special projects.

• Develop charts, graphs, and supporting documentation to effectively communicate

information.

Scheduling and Coordination

• Coordinate executive and departmental schedules.

• Schedule meetings, training sessions, conferences, and special events.

• Arrange meeting logistics, prepare materials, and coordinate room reservations and technology

needs.

• Monitor schedules and communicate updates to participants.

Invoicing and Financial Administration

• Invoicing back-up- prepare, process, and track invoices and purchase requests.

• Maintain invoice records and supporting documentation.

Assisting with Problem Solving

• Assist management in identifying and resolving administrative and operational issues.

• Research information and recommend solutions to improve efficiency and effectiveness.

• Anticipate needs and proactively address challenges before they impact operations.

• Support continuous improvement efforts and process enhancements.

Planning and Project Support

• Assist with departmental planning initiatives and special projects.

• Coordinate project timelines, documentation, and communications.

• Support strategic, operational, and event planning activities.

• Monitor deadlines and assist in ensuring project milestones are met.

Minimum Qualifications Education

• High School Diploma or GED required.

Experience

• Two (2) years of Customer Service Representative experience strongly preferred and will be given

priority consideration.

• Previous administrative, executive support, customer service, or municipal government experience

preferred.

• Advanced Microsoft Excel reporting and data-tracking skills, preferred.

• Experience preparing executive-level reports and presentations, preferred.

• Familiarity with work order management, permitting, utility billing, property records, and

customer service operations, preferred.

Knowledge, Skills, and Abilities

• Excellent customer service and interpersonal communication skills.

• Strong organizational, planning, and time management abilities.

• Ability to manage multiple priorities in a fast-paced environment.

• Strong analytical and problem-solving skills.

• High attention to detail and accuracy.

• Ability to maintain confidentiality and exercise sound judgment.

• Excellent written and verbal communication skills.

• Ability to work independently and collaboratively with employees, residents, and community

stakeholders.

Supervisory Responsibility

This position has no direct supervisory responsibility.

Working Conditions and Physical Requirements

• Work is typically performed in an office environment, with occasional travel to vendor sites or

meetings.

• Requires frequent sitting, standing, and computer use, as well as handling files or materials up

to 25 pounds.

• Ability to perform essential job functions with or without reasonable accommodation.

Equal Employment Opportunity

• The City is an Equal Employment Opportunity employer and does not discriminate on the basis of

race, color, religion, national origin, sex, age, disability, genetic information, veteran status,

or any other status protected by law.

• This job description is not intended to be an exhaustive list of all duties, responsibilities,

or qualifications associated with the position and may be modified at any time at the City’s

discretion.