ASSISTANT TO MAYOR & ADMINISTRATIVE OFFICE SUPERVISOR 2025-02731 - City of Fayetteville, AR : Job Details

Salary : $54,641.60 - $81,640.00 AnnuallyLocation : Fayetteville, ARJob Type: Full TimeJob Number: 02731Department: MAYORS ADMIN (015)Opening Date: 01/16/2025 The City of Fayetteville is committed to attracting, engaging and rewarding a multi-generational workforce. By offering a total rewards package including competitive compensation and benefits plans and a purposeful work life, the City is an employer of choice focused on serving our community. Essential Job DutiesESSENTIAL DUTIES AND RESPONSIBILITIES: Note: All City of Fayetteville supervisory positions require employees to demonstrate leadership competencies by exhibiting appropriate role modeling, and setting proper examples. In addition, all City of Fayetteville positions require the employee to provide good customer service to both internal and external customers, maintain positive and effective working relationships with other City employees (especially members of their own team), and have regular and reliable attendance that is non-disruptive. Other essential duties of this position include the following:1. Assist the Mayor with all administrative support necessary for the efficient operation of the Office of Mayor of Fayetteville.2. Perform supervisory responsibilities of front office staff, which may include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems. Carry out supervisory responsibilities in accordance with the City's policies and applicable laws.3. Ensure efficient flow of official documents for Mayor's authorization.4. Use judgment and tact when receiving and responding to questions, requests and concerns from the public, media, government and private agencies and City staff. Assist in routing visitors and callers to the appropriate division or individual.5. Investigate and follow-up citizen requests, concerns and complaints. Work with department and division heads to coordinate the responses to various citizen inquiries.6. Receive and screen communications to the Mayor including telephone calls, mail and e-mail messages, provide assistance using independent judgment to determine those requiring priority attention; prioritize, channel and facilitate communication from department heads, department coordinators and the City Attorney through the Mayor's office.7. Manage the Mayor's calendar; independently schedule appointments and meetings.8. Coordinate the Mayor's day-to-day activities ensuring background material is prepared and available in advance for the Mayor's meetings, appearances and speaking engagements, and attend as needed.9. For Mayor's special events, advance the venue to ensure appropriate arrangements have been made for efficient use of time and success of the event.10. Oversee the authorization of the special event permitting process across multiple departments.11. Oversee director level travel and training authorization.12. Coordinate ribbon cuttings on major capital projects with senior staff and the Communications and Marketing Department.13. Serve as executive project liaison with other agencies such as University of Arkansas, Washington Regional Medical Center, Chamber of Commerce, Fayetteville Public Schools, legislators, non-profits, etc. as required.14. Coordinate meetings and schedules between county, municipal, state and federal elected officials.15. Coordinate office activities and staff schedules; develop and recommend office procedures, systems and ensure smooth operations.16. Understand, interpret and apply administrative and office policies and procedures as well as pertinent laws, regulations and ordinances. Instruct employees in the interpretation and application of policies and procedures.17. Review and summarize miscellaneous reports and documents; prepare background documents as necessary. 18. Responsible for reviewing, monitoring the Mayor's office and the Mayor's annual budget, evaluating expenditures and making some purchasing decisions.19. Prepare memoranda for distribution to directors, managers, supervisors and City employees.20. Maintain a current knowledge of all City projects, services, issues and community events to provide information to callers and visitors.21. Develop and maintain files and record keeping systems for Mayor.22. Interact with the City Clerk's office to provide current agenda information for City Council meetings and Council committees and commissions to department directors and staff.23. Plan and coordinate meetings, special events and ceremonies as needed.24. Perform other duties as assigned. Secondary Job Duties

Secondary duties as assigned.

Minimum Qualifications1. High School Diploma and six years of related experience with three years of supervisory experience required, or Associate degree and four years of related experience with three years of supervisory experience required. 2. Must successfully pass criminal background check, including but not limited to convictions, guilty pleas, or no contest pleas to violent offenses, theft offenses and any offense under A.C.A. § 21-15-103 or A.C.A. § 21-15-111.3. Effectively communicate with others orally and in writing.4. Must be proficient in the use of a computer, utilizing word processing and spreadsheet applications and other related software programs. Must be able to learn to utilize specialized software programs such as the City's municipal management system. Must be able to effectively operate standard office equipment.5. Requires the use of tact, initiative and independent judgment in screening calls, dealing with difficult citizen complaints, requests for assistance, information or service to the public.6. Must be able to handle multiple tasks while prioritizing high priority projects.7. Must possess the ability to work effectively in an office environment that includes receiving walk-in traffic and phone calls. The noise level in the working environment is frequently elevated due to group discussions taking place in the general area.8. While performing the functions of this job, the employee is regularly required to talk and hear. The employee regularly is required to stand, walk, and sit; use hands to finger, handle, or feel; reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.The City of Fayetteville is an equal employment opportunity employer.Full Time, 40 or more hours per week, non uniformed employee. Eligible for all City benefits offered to full time non uniformed employees and all full time City accruals of paid leave. Please click this link for more details on City employee benefits: www.fayetteville-ar.gov/654/Employee-Benefits-Information01 To qualify for this position, the candidate must have a High School Diploma and six years of related experience with three years of supervisory experience required, or Associate degree and four years of related experience with three years of supervisory experienceDo you meet this requirement?

• YES
• NO

02 If you answered yes to the previous question, please give a detailed description of the experience you have and be sure to include the management experience you have as well as the length of time for each. 03 The candidate must successfully pass criminal background check, including but not limited to convictions, guilty pleas, or no contest pleas to violent offenses, theft offenses and any offense under A.C.A. § 21-15-103 or A.C.A. § 21-15-111.Do you meet these requirement?

• YES
• NO

04 The successful candidate must have the ability to effectively communicate with others orally and in writing.Do you meet this requirement?

• YES
• NO

05 The candidate must be proficient in the use of a computer, utilizing word processing and spreadsheet applications and other related software programs and must be able to learn to utilize specialized software programs such as the City's municipal management system. Please describe your past experience, work related or other that demonstrates your ability to meet these requirements. 06 The candidate must be able to effectively operate standard office equipment (i.e., fax, copier, printer, scanner, etc.).Do you meet this requirement?

• YES
• NO

07 This position requires the use of tact, initiative and independent judgment in screening calls, dealing with difficult citizen complaints, requests for assistance, information or service to the public.Please describe relevant experience you have, work related or other, in which you've utilized the above types of skills. 08 The candidate must have the ability to multi-task.Do you meet this requirement?

• YES
• NO

09 If the answer to the previous question is yes, the candidate must be able to handle multiple tasks while also prioritizing high priority projects.Please describe your past experience, work related or other that demonstrates your ability to meet these requirements. 10 The candidate must possess the ability to work effectively in an office environment that includes receiving walk-in traffic and phone calls. The noise level in the working environment is frequently elevated due to group discussions taking place in the general area.Would you be able to work in these conditions?

• YES
• NO

11 While performing the functions of this job, the employee is regularly required to talk and hear. The employee regularly is required to stand, walk, and sit; use hands to finger, handle, or feel; reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.If selected, would you be able to meet these requirements?

• YES
• NO

12 Please feel free to use the space below to describe any additional skills, education, or other traits you possess which you believe qualify you for this position. Required Question