Executive Services Assistant

• Responds to telephone, e-mail, or in-person inquiries for the City Manager's Office from citizens, City Council, City staff, and others; exercising discretion in determining the nature of such inquiries and where and how they may be most appropriately expedited.
• Composes, types, reviews, and edits a variety of correspondence, reports, memoranda, presentations, forms, invitations, and other documents often of a highly sensitive and confidential nature.
• Assists with maintaining department calendars; schedules meetings, appointments, conferences, training, and travel arrangements, as needed.
• Processes invoices and other Executive Services expenses.
• Processes payments for specific projects and/or departments as required.
• Assists executive management staff with special projects and other related duties as needed.
• Takes and prepares minutes for various boards, committees, and commissions.
• Conducts and composes various studies, surveys and other special projects as needed.
• Performs records management for the department by organizing and maintaining paper and electronic records and files, scanning documents into City's imaging system (LaserFiche), and ensuring compliance with records retention guidelines.
• Provides general administrative/clerical support including data entry, filing, copying, scanning, faxing, ordering office supplies, and processing incoming/outgoing mail.
• Relieves the Executive Services management team of routine administrative and clerical details as neded.
• May be required to coordinate and/or attend various meetings and functions for public and/or employee participation, and assists with preparations as needed.
• Provides backup assistance for Office Coordinator and works closely on daily tasks.
• Responds regularly and promptly to work.

• High School Diploma or GED, plus additional experience, training, and/or course work in business, public, or office administration.
• Must possess at least four (4) years of directly related office experience performing administrative, clerical, financial, or similar office support responsibilities in a professional office environment.

• Additional higher education such as an Associate's/Bachelor's degree or completion of a vocational program in office administration.
• Experience directly supporting executive-level staff and/or managing an office.

• Proper public contact and telephone etiquette.
• Business letter writing and report preparation.
• Principles and procedures of record keeping.
• Accounts payable/receivable.

• Plan, coordinate, organize, analyze and perform responsible, detailed and complex administrative support work using independent judgment and personal initiative.
• Work in a highly visible office with frequent interruptions.
• Present a professional appearance and demeanor.
• Exercise discretion, initiative, and independent judgment.
• Maintain the confidentiality of sensitive files, data, and materials accessed, discussed, or observed while working with City staff.
• Tactfully respond to requests and inquiries from the staff and the general public via telephone, email, and in person.
• Organize work, meet critical deadlines, and follow up on assignments with minimal direction.
• Effectively operate office technology with expertise in applicable programs.
• Compose, prepare and review a variety of correspondence, reports, and other documents.
• Conduct research and gather and evaluate data when needed.
• Establish and maintain basic and complex records, documents and files.
• Perform responsibilities with a high degree of accuracy and attention to detail.
• Promote a customer service focus and cooperative public relations.
• Demonstrate satisfactory performance and attendance.
• Abide by City and department administrative directives, policies, and procedures.
• Establish and maintain cooperative working relationships with diverse groups, including City employees, managers, executives and elected officials, other agencies, and members of the public.

• Strong personal computer skills, including the ability to efficiently utilize a variety of office equipment. Must be proficient with Microsoft Office (Word/Excel/PowerPoint/Outlook) and able to promptly learn other job-specific programs as needed.
• Strong verbal and written communication skills, with the ability to communicate with tact and diplomacy.
• Strong customer service skills, including the ability to handle escalated customer inquiries.
• Strong spelling, grammar, punctuation, vocabulary, and basic business arithmetic skills.
• Strong planning, organizational, problem-solving, and time management skills.

• Texas Class C driver's license with a good driving record as measured by the City's evaluation system.
• Certified Administrative Professional (CAP) preferred, but not required.

• Yes
• No
• * Select the primary way you heard about this employment opportunity:

• City of Bryan Website
• City of Bryan Social Media
• City of Bryan Employment Office
• City of Bryan Employee
• Friend/Relative
• Indeed
• Google
• Glassdoor
• LinkedIn
• Facebook
• Texas Municipal League
• Television Station
• Radio Station
• Newspaper
• Career Fair (specify location below)
• College/University Website (specify school below)
• Other Website (specify below)
• Other Source (specify below)
• Unknown
• If known, specify details of source selected above (name, station, location, etc.):

• GED
• High School Diploma
• Associates Degree
• Bachelors Degree
• Masters Degree
• PHD
• * Do you possess experience providing administrative support at the executive/senior management level?

• Yes
• No
• * List the place of business and the specific title of the position(s)/level of management you supported when you gained the majority of your executive-level administrative experience. If no experience, enter N/A.

• Yes
• No
• * If 'Yes', please describe your experience. If 'No', enter N/A.

• Letter(s) of Recommendation
• Certification(s)
• Other (1)

City of Bryan, Texas