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City of Georgetown JOB DESCRIPTION
Job Title: Executive Assistant – ACM Effective Date: 10/01/2012
FLSA Category: Exempt Revision Date: 05/30/2014
SUMMARY: Under general supervision, performs a variety of difficult, responsible, sensitive and confidential project
management and administrative support tasks for the Assistant City Manager and the Downtown and Community
Services Division in a highly sensitive and rapidly changing environment. Requires a high degree of independent judgment and a thorough knowledge of City functions, policies and procedures. Must operate in an environment characterized by involvement in broad city-wide issues and interaction with top executives and elected offices on complex and sensitive matters.
ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of
the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties
performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is
subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to,
the following:
• Provides project coordination duties for the Downtown and Community Services Division, including research, data
collection and report preparation; schedules tasks with appropriate City departments and follows up to ensure
project schedule is met on assigned projects.
• Manages project files for major projects coordinated by the Division.
• Maintains financial records, construction records and documentation of projects.
• Coordinates payment arrangements, contracts and change orders with Finance and other appropriate staff for
projects.
• Coordinates Downtown and Community Services Division budget preparation; compiles data, evaluates and
maintains budget items and accounts; researches budget questions and issues; prepares internal and external
budget reports and provides Assistant City Manager with divisional and departmental budget status reports.
• Makes arrangements for customer service or complaint resolution, and assists the general public.
• Coordinates the customer service recognition program for the Downtown and Community Services division.
• Provides administrative support to the Assistant City Manager and the Downtown and Community Services
Division: drafts and/or types, correspondence, reports, agreements, presentations, overheads, manuals, forms,
agendas, agenda coversheets and minutes for working groups and committees, and other documents often of a
highly sensitive and confidential nature; ensures materials, reports and documents for signatures are accurate
and complete.
• Drafts minutes and posts agendas for various boards and commissions.
• Provides backup administrative support to the City Manager’s office as needed.
• Maintains current knowledge of division and City administrative procedures.
• Coordinates city activities with Division staff, and acts as backup to other administrative staff.
• Performs other duties as assigned
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MINIMUM QUALIFICATIONS:
Education, training and Experience Guidelines
Bachelor’s degree from an accredited college or university. Five years of full-time work experience in an administrative,
executive support or project management position. OR Any combination of experience, education and/or training that
provides the required knowledge, skills, and abilities.
Supervisory experience preferred.
Knowledge of:
• City operations
• And experience with good customer service practices and principles.
• (Working knowledge) municipal government.
• (Working knowledge) the principles and practices of modern public administration
• And an excellent understanding of Council/Manager form of government.
• (Extensive knowledge) office practices and procedures.
• (Thorough knowledge) modern records management techniques, including legal requirements for recording,
retention and disclosure. Skill in:
• Handling multiple tasks simultaneously.
• Managing projects; meeting deadlines.
• Ensuring outstanding customer service
• Communicating effectively, both orally and in writing.
• Using a computer and utilizing Microsoft Office applications, including advance word processing/desktop publishing skills.
• Establishing and maintaining effective working relationships.
• Reading, analyzing and interpreting procedure manuals, reports, memos, correspondence and other documents.
• Writing accurate and coherent minutes, letters, and memos.
• Performing basic mathematical calculations.
• Defining problems, collecting data, establishing facts, and drawing valid conclusions.
• Responding effectively both orally and in writing to inquiries or complaints.
• Effectively articulating information to management.
• Using independent judgment in achieving assigned objectives.
• Accurately recording and maintaining records; LICENSES AND CERTIFICATION REQUIREMENTS Notary Public Certification
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Standing, sitting, walking, lifting, carrying, pushing, pulling, reaching, handling, fine dexterity, kneeling, crouching,
crawling, bending, twisting, climbing, balancing, vision, hearing, talking.