Executive Assistant

JOB CODE: 2024

PAY GRADE: 1180

SALARY RANGE: $35,516 - $60,464

LOCATION OF WORK
Various City-Parish Departments

GENERAL DESCRIPTION
Under the executive direction of a department head, performs advanced level administrative support and supervisory work of a complex and sensitive nature. Work involves relieving a department head from a variety of administrative duties by assuming delegated authority in assigned areas. Work also involves assisting in all phases of office management. Incumbents in this classification exercise considerable independent judgment, as well as confidentiality. Work is reviewed through conferences and results obtained. Performs other work as requested.

ESSENTIAL WORK TASKS
Serves as executive assistant to a department head; may make difficult decisions concerning administrative matters in their absence. Serves as office manager, coordinating and managing day-to-day activities of the department; supervises support staff; prepares and approves work schedules, leave requests. Serves as administrative liaison within the department, between other departments/divisions, and the public; interprets departmental policies and procedures for staff, council members and the general public. Prepares departmental budget; prepares and signs budget supplements and transfers; provides fiscal control over expenditure requests; makes recommendations regarding management of budget affairs; attends budget hearings with Mayor and Council. Develops operational policies and procedures applicable to all divisions of the department. Compiles and prepares statistical reports; performs detailed research; conducts and or supervises special projects; makes recommendations for revising procedures to improve departmental operations. Prepares all forms; maintains records pertaining to personnel/payroll; prepares ordinances and resolutions; prepares monthly work schedules; revises and prepares annual contracts. Takes dictation and composes correspondence and memorandums for the department head.

KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of organizational structure, administrative policies and legislative procedures of City-Parish government. Knowledge of departmental operational policies and procedures. Knowledge of business English, spelling, and arithmetic. Knowledge of the principles of office management and methods of application of such knowledge to varied work problems. Skill in the use of modern office equipment such as the telephone, calculator, copier, personal computer or terminal and related peripherals. Ability to assume delegated authority in assigned areas. Ability to establish and maintain effective working relationships with management and staff, other departments, divisions, agencies and the public. Ability to supervise the work of a moderate sized office staff; exercise initiative, independence, and sound judgment in supervisory duties. Ability to communicate effectively, both orally and in writing. Ability to maintain strict confidentiality of records and materials of a sensitive nature. Ability to work independently and effectively to resolve administrative problems. Ability to prepare statistical analysis. Ability to apply good work habits such as punctuality, reliability, preciseness, and dependability in order to effectively complete assigned tasks and contribute to the smooth operation of the department and division.

MINIMUM REQUIREMENTS