Executive Assistant - CITY OF DURHAM : Job Details

W ork. Serve. Thrive. With the City of Durham Advance in your career while making a real difference in the community you serve. Hiring Range: $62,338 to $72,155 Hours: 8 a.m. to 5 p.m. (40 hours per week) Please note: This position will be full-time onsite and not available for a remote work schedule. Join one of the highest fiscally rated entities in the country. The City of Durhams promotes sound management and stewardship of taxpayer dollars by helping the City Council, City Manager and City departments manage their financial resources and leading risk management administration and training. If sound fiscal management is what youre about, join our team! The Executive Assistant is devoted to providing clerical and/or office support activities for city functions and staff. Incumbents assigned to this class perform complex and advanced administrative support for the Citys top executives; perform paraprofessional management analysis work; or supervise an administrative support unit of non-exempt employees. Decision-making involves the coordination of transactions and processes at the highest level of standard operating tasks, including providing direction to lower-level staff in the execution of operational tasks and review and verification of work. The Executive Assistant is responsible for budget coordination; basic analysis; logistical support for politically sensitive and high-visibility programs; basic research, compiling data and formulating preliminary recommendations; creating reports; coordinating workflow; and developing, proposing and implementing operational policies and procedures. Work involves outreach and collaboration with all levels of the organization as well as outside agencies, citizens and elected officials. Servings as point person for managing City and County interlocal agreements (ILAs) and assist with the annual financial reconciliation and monitoring ILA completions and renewals as they relate to the Finance Department. Provide administrative support for the Underutilized Business Compliance Division to include assistance in Minority Enterprise Development (MED) week activity planning to include sponsorships, venue selection, and event coordination. Supporting the Deputy CFO in OnBase contracting to ensure timely processing of contracts through the various Finance approval queues and facilitate training for all City departments on Finance-related OnBase contract concerns. Supporting the Deputy CFO in managing the OnBase Council Agenda Finance workflow to include coordinating fiscal analyst review and error checking City department agenda item submissions for consistency and completeness. Serving as backup and support for the Citys Escheats, which is the tracking and reporting of stale checks (those not cashed after 180 days of being cut). Coordinates department fiscal activities that may include budget development and budget administration; compiles data and performs basic analyses; and coordinates contract processing/administration and/or procurement activities. Conducts basic research, maintains statistics, performs basic analysis and/or statistical calculations and formulates preliminary recommendations. As assigned, serves as a lead worker, assigning work and monitoring work completion or serves as a supervisor including conducting performance evaluations, coordinating training, and implementing hiring, discipline and termination procedures. Provides logistical support for politically sensitive and high-visibility programs and events, including programs and events involving the city council; serves as escalation point for resolving customer services issues/inquiries; ensures follow up communication and quality assurance. Gathers and compiles data; extracts information from data systems; drafts reports from others notes or own research; prepares documents, reports, presentations, confidential correspondence and policy/procedure manuals. Serves as lead user for specialized databases and software systems; participates in database and/or software testing; coordinates workflow and implements improvements to processes. Provides general administrative support to the citys top executives including receiving and processing calls, visitors and correspondence; calendaring; records management; customer service; mail processing; quality assurance and follow-up. Performs other duties of a similar nature and level as assigned. Associates degree, or equivalent, in business or related field. Three (3) years of advanced administrative support experience. A North Carolina Public Notary registration is required within 6 months of start date Proficiency with MS Excel Proficiency with MS Office applications Experience with Calendaring and meeting scheduling Experience with Enterprise Resource Planning software Experience maintaining expense reports and processing payments Experience with work events coordination