RES 1102RESOLUTION NO.//Oj-
A RESOLUTION creating the position of Executive
Assistant to the City Administrator,setting for a job description for
the position,and establishing a salary range of Steps 1-7 under the
Non-represented Employees Salary Scale.
THE COUNCIL OF THE CITY OF CAMAS DO ORDAIN AS FOLLOWS:
I
There is hereby established a new position entitled Executive Assistant to the City
Administrator.Such position shall be under the supervision of the City Administrator,and shall
be responsible for the duties as defined in the job description,attached as Exhibit "A",and as
may be revised from time to time.
II
The salary range for the position of Executive Assistant to the City Administrator shall be
as set forth in Exhibit "B",attached hereto.ikiADOPTEDataregularsessionoftheCounciloftheCityofCamas,this day of
May,2007.
I \SIGNED:
Mayor
0 wATTEST:
Clerk
APPROVED as to form:
~A
CITY OF CAMAS
Union Status:Non-Represented
April 2007
EXECUTIVE ASSISTANT TO THE CITY ADMINISTRATOR
Class specifications are intended to present a descriptive list of the range of duties performed by employees in theclass.Specifications are not intended to reflect all duties performed within the job.
JOB OBJECTIVES
Under general direction,to perform a wide variety of responsible,confidential and complexadministrative,technical and clerical duties for the City Administrator and associated executive and
professional staff;to provide information and assistance to the public;to prepare reports and attend
meetings;and to perform a variety of duties relative to assigned area of responsibility.
ESSENTIAL FUNCTION STATEMENTS
The following tasks are typical for positions in this classification.Any single position may not perform all of thesetasksand/or may perform similar related tasks not listed here:
1.Perform a wide variety of responsible,confidential and complex administrative,technical and
secretarial duties for the City Administrator,Mayor and other department heads as required.
2.Coordinates complex,technical and administrative activities of the department with staff at all levels
citywide and with the general public.Serve as liaison between the City Administrator,City boards
and commissions,the City Council and citizens.
3.Type,proofread and edit a wide variety of comprehensive,complex and confidential reports,letters,
memoranda,correspondence and statistical charts;type from rough draft or verbal instruction;;reviewfinishedmaterialsforcompleteness,accuracy,format,and compliance with applicable policies and
procedures.
4.Screen visitors and telephone callers;respond to complaints and requests for information onregulations,procedures,systems and precedents relating to assigned responsibilities;refer inquiries tootherstaffasappropriate.
5.Maintain calendar of activities,meetings and various events for the City Administrator;coordinate
travel arrangements and hotel accommodations;schedule use of all conference rooms;prepares for,
coordinates,schedules and arranges public functions,special events and meetings for the CityCouncil,City Administrator and official visitors to the City.
6.Prepare and distribute agendas and packets for City Council and various board meetings;attend
meetings,prepare minutes and disseminate information to City staff.Coordinates with otherdepartmentsasneededforpreparation.
7.Utilize a computer network system to input or retrieve data and prepare reports using appropriatewordprocessingorspreadsheetapplicationsanddatabases.
8.Develop and maintain filing system for City Administrator and staff,including confidential files;maintains records,locates files,documents,and other information as necessary;researches andprovidesinformationonsubjectsasrequired;refers requests for specific information about technical
or specialized matters to appropriate personnel.AEXHIBIT
l QF _J2.PAGE
CITY OF CAMAS
Executive Assistant to the City Administrator (Continued)
9.Receive,sort and distribute incoming and outgoing mail and correspondence;copy and distribute asrequested.
10.Operate a variety of office equipment including copiers,facsimile machine and computer;input andretrievedataandtext;organize and maintain disk storage and filing.
11.Perceives when non-routine activities are required and offers to help without needing to be asked.Makes efforts to modify workload to assist with emergency situations,assignments or projectswheneverpossible.
AUXILIARY FUNCTION STATEMENTS
1.Maintain inventory of office supplies and other general supplies;order supplies as needed.
2.Follow all safety rules and procedures established for work area.
3.Perform related duties and responsibilities as required.
QUALIFICATIONS
Knowledge of;
Operations,services and activities of a municipality.
Standard office,administrative and secretarial practices and procedures.
Modem office procedures,methods and equipment including computers and supporting wordprocessingandspreadsheetapplications.
Principles and practices of customer service.
Techniques of business letter writing and report preparation.
Principles and procedures of filing and record keeping.
English usage,spelling,grammar and punctuation.
Basic mathematical principles.
Pertinent Federal,State and local codes,laws and regulations.
Ability to;
Perform responsible and difficult secretarial and administrative support services involving the use ofindependentjudgmentandpersonalinitiative.
Understand the organization and operation of the City and of outside agencies as necessary to assumeassignedresponsibilities.
Interpret and apply administrative and departmental policies and procedures.
Independently prepare correspondence and memoranda.
Operate and use modem office equipment including computers and supporting word processing andspreadsheetapplications.
\
Research,compile and summarize a variety of informational materials.
EXHIBIT 32L.OFPAGE
CITY OF CAMAS
Executive Assistant to the City Administrator (Continued)
Work independently in the absence of supervision.
Work cooperatively with other departments,City officials and outside agencies.
Respond tactfully,clearly,concisely and appropriately to inquiries from the public,press or otheragenciesonsensitiveissuesinareaofresponsibility.
Communicate clearly and concisely,both orally and in writing.
Understand and carry out oral and written instructions.
Establish and maintain effective relationships with those contacted in the course of work.
Education and Experience Guidelines
Any combination of education and experience that would likely provide the required knowledge and abilities isqualifying.A typical way to obtain the knowledge and abilities would be:
Education:
Equivalent to the completion of the twelfth grade supplemented by 2 years specializedtraininginofficeproceduresorarelatedfield.
Experience:
Four years of increasingly responsible administrative support experience.
PHYSICAL DEMANDS AND WORKING CONDITIONS
The physical demands herein are representative of those that must be met by an employee to successfully performtheessentialfunctionsofthisjob.Reasonable accommodations may be made to enable individuals with disabilitiestoperformtheseessentialjobfunctions.
Environment:Office environment;exposure to computer screens.
Mobility:Sitting for prolonged periods of time;extensive use of computer keyboard.
Vision:Visual acuity to review written materials.
Other Factors:Incumbents will be required to work extended hours including evenings andoccasionallyweekends.Incumbents may be required to travel outside City boundaries to attendmeetings.
/1EXHIBIT 32OFPAGE
Exhibit A
1 2 3 4 5 6 7ExecutiveAssistanttothe
City Administrator 3535 3641 3750 3862 3979 4098 4220
BEXHIBIT l\.OFPAGE