Executive Assistant
: Job Details :

Salary : $82,452.00 - $103,404.00 Annually Location : Bainbridge Island, WA Job Type: Full-time Department: Executive Opening Date: 11/14/2024 FLSA: Exempt Bargaining Unit: UN About this Job We welcome attachments to your application. Please know, however, that attachments are not visible to the initial review team. The completeness of your application is a factor in determining which candidates advance to the next phase of our recruitment process. Open until filled. Cutoff for first review of applications: 8 am, December 2. Applications received after this cutoff may not be reviewed.The Executive Assistant provides key support to the City Manager and other members of the Executive Department. The ideal candidate is a self-motivated individual looking to make a positive impact on the organization and community. This person will be committed to excellence in customer service and have strong communication, administrative, and organizational skills. The Executive Assistant performs a variety of highly responsible, complex and diverse duties by providing administrative, analytical and technical support to the City Manager and Executive Department. The employee in this position handles confidential and sensitive information, manages assigned programs and projects, administers contracts and budgets, and provides general office management services. Work typically includes duties requiring many different and unrelated processes and methods. Decisions involve the assessment of unusual circumstances, variations in approach, and incomplete or conflicting data. About the City of Bainbridge Island The City of Bainbridge Island is a vibrant community with small-town feel, 52 miles of scenic shoreline and densely forested areas. Our employees are the most important asset in preserving and enhancing the special character of the Island, and in responding to the community's needs. The City provides competitive salaries, outstanding benefits and professional growth opportunities. Studies have shown that women and people of color are less likely to apply for jobs unless they believe they can perform every job description task. We are most interested in finding the best candidate for the job, and that candidate may come from any background. The City will consider any equivalent combination of knowledge, skills, education, and experience to meet minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set. Essential Functions

• Assists with development, implementation, monitoring and evaluation of programs and policies.
• Communicates extensively with various staff, department directors, elected officials, community organizations, City consultants, citizen volunteers and the general public; conveys written and verbal confidential communications between the City Manager and others.
• Exercises independent judgment and employs considerable discretion in the preparation, protection and release of confidential information and in the interpretation and administration of policies and procedures; interacts extensively with other members of the Executive Department, Department Directors, City Councilmembers and other City staff to plan, coordinate, and implement activities and communications; manages leadership responsibilities within inter-departmental working groups as required.
• Creates, updates and maintains Department content on City website.
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively to provide quality seamless customer service; develops and evaluates recommendations for changes in policies, procedures and practices; maintains sensitivity to political issues and/or community and City priorities.
• Provides budgetary oversight and contract management for Executive Department, including requests, grants and reconciliation; processes invoices for payment and tracks required reporting to deadlines and budgets.
• Provides support for citizen advisory groups, including assistance with meeting notices, agendas, materials, and room reservations; manages member appointments and term expirations; coordinates annual member application process, including publicity, recruitment, and interviews.
• Researches, analyzes and prepares information on a variety of topics.
• Provides information to the public and others as requested; serves as first point of contact for the Executive Department, handling phone calls or visitors as appropriate.
• Coordinates and performs general office administrative duties, such as composing correspondence and reports, responding to citizen enquiries and handling scheduling for events, meetings and functions as needed; arranges meetings and schedules appointments; assists with special projects and attends meetings and continuing education workshops as needed.
• Provides support as needed to City Council, City Manager, City Attorney, Deputy City Manager and Human Resources Manager.
• Manages records on behalf of the Department; routes documents to the vault to be archived as official city documents.
• Point of contact for City Hall facility use requests; reviews special event permit applications.
• Maintains timely and regular attendance.
• Other duties as assigned.

Qualifications A bachelor's degree in business administration, public administration or a related field and five years of increasingly responsible administrative experience, including two years of executive support; OR any combination of experience, education and training that would provide the level of knowledge and ability required. Knowledge of:

• City organization, operations, policies and procedures.
• Relevant federal, state and local laws, codes and regulations pertaining to local government operations.
• Modern administrative/office management practices and procedures.
• Computer applications, automated systems and business processes.
• Principles of research and report preparation, including best practices for analyzing and evaluating programs, policies and operational needs.
• State records retention requirements for local governments.
• Public Records Act and Open Public Meetings Act compliance and disclosure.
• Correct English language usage, grammar, spelling, punctuation and vocabulary, and professional standards for business correspondence.

Ability to:

• Understand the global organization and operation of the City, including relationships with outside agencies.
• Effectively plan, coordinate, and complete assignments on time, and maintain multi-task priorities during frequent interruption.
• Make decisions involving unusual circumstances, variations in approach and incomplete or conflicting data.
• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
• Problem solve public service matters that require clarifying requests, doing research and problem solving on behalf of the City Manager or others, and effectively present information.
• Maintain security and confidentiality of records and related documents.
• Support and model the identified vision, values and behaviors of the organization.
• Establish and maintain effective working relationships
• Use initiative and independent judgment within established procedural guidelines.
• Operate a personal computer utilizing a variety of standard and specialist software.
• Communicate effectively both orally and in writing.

License and Certification Requirements

• Valid Washington State driver's license is required.
• A Notary Public designation may be required.
• Successful completion of a pre-employment background check is required.

Additional InformationTelecommuting/ResidenceThis position is not eligible for regular telecommuting. City employees must reside in Washington and within a reasonable distance to their regular work location. Working Conditions The regular work schedule is generally Monday through Friday, 8 am to 5 pm. Work is primarily performed in an office which is busy, oriented to public service and subject to occasional work interruptions. Noise level is moderate. Position infrequently requires outdoor work, which includes driving a vehicle. Outdoor environment can include uneven and unstable walking surfaces, tripping hazards and inclement weather conditions. Attendance at meetings outside of regular work hours may be required. Physical Requirements Continuous repetitive arm/hand movement is essential to performance. The incumbent in this position must be able to discern voice conversation, have the physical ability to perform essential job functions, and have hand-eye coordination sufficient to operate computers, do keyboarding and operate other office equipment. The incumbent must have the ability to produce legible handwritten documents and may need to push, pull, lift and carry up to 30 pounds, and may be required to sit for extended periods of time. Additional Salary DetailsThe salary range for this position is $6871-$8617 per month. The hiring range is $6871-$7694 per month. Step increases are attained annually based on satisfactory performance. The City of Bainbridge Island is an equal opportunity employer. All employees and candidates for employment will be recruited, selected, trained, promoted, compensated and, if necessary, disciplined or terminated without regard to sex/gender, race, national origin, religion, creed, color, marital status, veteran status, age, pregnancy, sexual orientation, gender identity, disability, genetic information or any other basis prohibited by law. Review the overview of benefits provided to unrepresented City of Bainbridge Island employees. Regular part-time employees who are regularly scheduled to work at least 20 hours per week are eligible to participate in the City's health and welfare benefit programs (for medical, dental, vision, life, long-term disability and EAP coverage) on a pro rata basis. The City participates in social security. 01 How do you see this position fitting in with your career goals? 02 How would you rate your general proficiency with these Microsoft programs: Word, Excel, Outlook, PowerPoint, SharePoint)?

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