Executive Administrative Assistant Jobs

Salary: $28.25 - $35.75 Hourly

Distinguishing Features of the Class

Performs a variety of general office clerical and confidential administrative support duties for a Department Head within a municipal Department; performs directly related work as required.

The City of Des Moines' Residency Requirement is in effect for this position. Applicant must be a resident of the City of Des Moines within seven months of appointment date and maintain residency within the City of Des Moines while employed in this position.

The City of Des Moines promotes a healthy work life balance and offers a comprehensive benefits package including:

Residency Incentive

Volunteer Time

Parental Leave

Vacation and Sick Leave Accruals

12 Paid Holidays

Health/Dental/Life Insurance

Wellness Programs

Tuition Reimbursement Program

Public Service Student Loan Forgiveness Benefit

Iowa Public Employees Retirement System (IPERS)

Deferred Compensation Plan matching up to 2.5%

Employee Discounts

Acceptable Experience And Training

• Any equivalent combination of experience and training which provides the knowledge, skills and abilities necessary to perform the work.
• Extensive experience in general office operations; or
• Graduation from High School or possession of a GED; and

Required Special Qualifications

• A minimum typing speed of 40 wpm (see "Performance Examination" within the Selection Method).
• Ability to pass a background check;
• Candidates for positions in this class must pass a post-employment offer physical examination and drug screen;

Examples Of Essential Work (Illustrative Only)

• Opens and distributes mail for Director;
• Oversees petty cash account;
• Requisitions supplies and materials for the Department as requested;
• Collects information used in budget compilation;
• Provides administrative support to special commissions and boards as necessary;
• Performs other directly related duties consistent with the role and function of the classification;
• Communicates and coordinates regularly with appropriate others to maximize the effectiveness and efficiency of interdepartmental operations and activities;
• Keeps immediate supervisor and designated others fully and accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems;
• Screens visitors, telephone calls, faxes, mail and messages directed to office personnel;
• Processes accounts payable, accounts receivable and/or payroll as necessary;
• Interprets and applies Departmental or office rules, policies and regulations in accordance with prescribed procedures and guidelines;
• Copies, packages and distributes a variety of written materials as requested by other designated office personnel;
• Attends meetings, conferences, workshops and training sessions and reviews publications and audio-visual materials to become and remain current on the principles, practices and new developments in assigned work areas;
• Transcribes or prepares letters, minutes, reports, statements, grant applications, specifications, contracts, memoranda, notices, resolutions, budgets, financial and statistical tables, requisitions and other related materials, including confidential correspondences and reports and performs shorthand as required;
• Prepares special reports as requested;
• Prepares correspondences, reports, lists and other documents as instructed and requested by designated office personnel;
• Composes correspondence for designated office personnel as requested;
• Schedules appointments for the Department Head and maintains appointment schedule;
• Provides needed information and demonstrations concerning how to perform certain work tasks to new employees in the same or similar class of positions;
• Answers Department telephone calls, receives and greets visitors to the Department and provides information to or refers callers and visitors to other appropriate Departments or City personnel;
• Listens to and directs comments and complaints from the public relating to Department operations and takes appropriate action to resolve and refer such complaints;
• Gathers, assembles, updates, distributes and/or files a variety of information, forms, records and data as requested using traditional filing systems or databases as necessary;
• Performs confidential secretarial duties for a Department Head, including assuming direction or oversight over other Department personnel in distributing directives and monitoring programmatic activities;
• May be required to take and transcribe shorthand or to perform speedwriting.
• Maintains personnel files and completes necessary paperwork for personnel changes.
• Organizes meetings and conferences;

Closing Date/Time: 8/18/2023 4:00 PM Central