SUMMARY: Under general supervision, performs highly responsible, confidential, and complex administrative, legislative, public information, community outreach, and office coordination duties in support of the City Manager’s Office. Serves as a liaison between the City Manager, Mayor and Council, City departments, governmental agencies, community organizations, business partners, and the public. Exercises independent judgment, discretion, professionalism, and diplomacy while supporting the strategic initiatives, legislative priorities, and operational needs of the City of Safford.
DISTINGUISHING CHARACTERISITICS: This position requires extensive knowledge of municipal government operations, exceptional organizational abilities, and the ability to manage sensitive and confidential information. The Executive Assistant serves as a key support resource to the City Manager and functions as a representative of the City Manager’s Office in dealings with elected officials, government agencies, community organizations, and the public.
The position requires the ability to work independently, coordinate multiple priorities simultaneously, maintain confidentiality, and effectively communicate with individuals at all organizational levels. This position may also provide administrative support to executive leadership, including the Office of the Fire Chief and other departments as assigned.
ESSENTIAL JOB FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, skills, and responsibilities. This list is not intended to be comprehensive and may be modified to meet the operational needs of the City.
- Provides executive-level administrative support to the City Manager, including managing calendars, scheduling appointments, coordinating meetings, arranging travel, and handling correspondence. Serves as the primary point of contact for the Office of the City Manager by greeting the public and visitors, answering telephone inquiries, receiving and responding to citizen concerns, and resolving or referring issues to the appropriate department. Responsible for opening and distributing correspondence, coordinating the City Manager’s schedule, and facilitating efficient communication and operations within the Office of the City Manager.
- Prepares letters, memos, correspondence, and reports for the City Manager in a skilled, competent, and efficient manner while complying with records management procedures in accordance with State Law.
- Assists in the collection of staff reports for the City Manager’s review prior to inclusion in Council packets.
- Screens telephone calls, visitors, electronic communications, and inquiries; responds to requests for information and directs matters to appropriate staff.
- Prepares, proofreads, edits, and distributes correspondence, memoranda, reports, presentations, resolutions, proclamations, speeches, and other official documents.
- Assists with the coordination and review of agenda materials and staff reports for the City Manager in collaboration with the City Clerk’s Office.
- Serves as a liaison between the City Manager’s Office and elected officials, City departments, governmental agencies, business organizations, community groups, and the public.
- Supports the City’s legislative affairs efforts by monitoring local, state, and federal legislative activities that may impact the City of Safford.
- Attends legislative meetings, conferences, stakeholder meetings, and governmental affairs events as directed.
- Prepares legislative summaries, reports, briefing materials, action items, and recommendations for City leadership and elected officials.
- Assists in maintaining legislative tracking systems, policy files, grant opportunity records, and intergovernmental relations documentation.
- Supports the City’s Public Information Officer and community outreach efforts through the development and implementation of communication strategies, public engagement initiatives, media coordination, social media, and community relations activities.
- Assists in developing outreach methods and engagement opportunities that support the vision, mission, goals, and strategic priorities of the City of Safford.
- Supports the coordination of community events, employee recognition programs, public meetings, open houses, and City-sponsored activities.
- Assists with the preparation and distribution of newsletters, social media content, public information materials, presentations, and communication pieces.
- Conducts research and compiles information related to operational, administrative, legislative, economic development, and community issues for executive review and decision-making.
- Maintains official records, files, and documents in accordance with records retention requirements and applicable state laws.
- Assists with budget preparation, purchasing activities, procurement documentation, travel arrangements, invoice processing, and expense reconciliation for the City Manager’s Office.
- Supports strategic initiatives, special projects, organizational assessments, and interdepartmental efforts as assigned.
- Provides administrative support to the Office of the Fire Chief and other executive offices as directed to ensure continuity of operations and organizational effectiveness.
- Maintains the highest level of confidentiality and professionalism in handling personnel, legal, financial, and policy-related matters.
- Performs other related duties as assigned.
MINIMUM QUALIFICATIONS:
Education, Experience, Certifications and Licenses:
- Associate’s Degree in Public Administration, Business Administration, Communications, Political Science, Office Administration, or a related field.
- Bachelor’s Degree preferred.
Or
- Five (5) years of progressively responsible executive administrative support experience, preferably within local government, public administration, or a governmental agency.
- Experience supporting executive leadership, elected officials, boards, commissions, or public-sector organizations preferred.
- Experience in public information, legislative affairs, communications, community outreach, grant administration, or governmental relations preferred.
- An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.
- Valid Arizona Driver’s License.
- Notary Public certification, or ability to obtain within one (1) year of employment.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of:
- Municipal government organization, operations, and procedures.
- Local, state, and federal governmental processes.
- Public administration principles and practices.
- Lesgislative processes and governmental affairs activities.
- Public information and community engagement practices.
- Records management and retention requirements.
- Office management and administrative support practices.
- Correct English usage, grammar, spelling, punctuation, and business writing.
- Microsoft Office Suite and modern office technology.
Skill in:
- Managing multiple priorities and deadlines simultaneously.
- Exercising independent judgment and discretion.
- Researching, compiling, and analyzing information.
- Preparing professional reports, correspondence, and presentations.
- Coordinating meetings, events, and special projects.
- Building collaborative relationships with internal and external stake holders.
- Providing exceptional customer service.
- Communicating effectively both verbally and in writing.
- Maintaining confidentiality and professionalism.
Ability to:
- Work independently with minimal supervision.
- Represent the City Manager’s Office in a professional manner.
- Interpret and apply policies, procedures, and regulations.
- Mangage sensitive and confidential information.
- Establish and maintain effective working relationships.
- Adapt to changing priorities and organizational needs.
- Support executive leadership in a dynamic municipal environment.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Work is performed in an office environment.
- Subject to standing, walking, sitting for extending periods of time; bending, reaching above the shoulders and horizontally to retrieve files and supplies; kneeling, and occasional lifting of objects up to 15 pounds.
EOE