Executive Assistant

Nature of Work

This is communications and clerical work of some complexity and variety. Work involves coordinating the message of the city and includes marketing and public relations work through the City’s website, social media outlets, newsletters, and various print media. Office and clerical work include financial management, project administration, records keeping, written correspondence, scheduling, and other duties as assigned by the mayor. Due to the nature of the position, the application of independent judgment, interpretation of routine policies and regulations, and confidentiality is required. Employee works independently under the general supervision of the Mayor and Chief Administrative Officer preparing special work assignments for final review. Employee is classified as non-exempt under the Fair Labor Standard Act. Much of this work involves public contact and requires “people” skills.

Examples of Work

Serves as the primary point of contact for the Office of the Mayor, both in-person, via telephone, and on various community boards (Chamber of Commerce, Main Street, Economic Development, Non-Profit Boards, etc.) as appointed or approved by the mayor.

Oversees and maintains all communication channels within the city, including the City’s website, social media platforms, monthly newsletter, print advertisements, marketing collateral, and other forms of communication, ensuring a consistent brand for the City.

Maintains project files and financial records for all projects, programs, grants, and correspondence generated by the Office of the Mayor.

Oversees and administers the annual budget, calendar of events, and schedule of appointments for the Office of the Mayor.

Prepares and processes orders, requisitions, and payments to suppliers, contractors, and other professionals as necessary for city projects, programs, and initiatives.

Makes travel arrangements and prepares travel reimbursement reports for the Mayor, CAO, Clerk of the Council, and Recycling Director.

Posts received checks to the ledger and give them to Deputy Clerk for deposit. 

Writes, prepares, and distributes letters, memorandums, proclamations, resolutions, emails, and other correspondence for the general public and for city officials as requested by the Mayor and CAO.

Answers telephone in a friendly and efficient manner, transfers calls to proper parties, answers constituent questions, and takes messages when necessary.

Prepares monthly sales tax information, updates Board and Commission information, and other duties assigned by the Mayor and CAO.

Works with all Department Heads, City employees, and City Councilmembers to accomplish the goals of the Office of the Mayor.

Qualifications

Bachelor’s degree and a minimum of two (2) years’ experience in public administration, office management, marketing, communications, public relations, or a related field, OR a High School diploma and a minimum of five (5) years’ experience in public administration,  office management, marketing, communications, public relations, or a related field.

Strong oral and written communication skills, preferably working with the general public.

Experience with financial accounting, budgeting, and reporting.

Knowledge of modern office practices and strong computer skills, including, but not limited to Microsoft Office (Word, Excel, Outlook, Publisher), AS-400 or similar financial accounting software, and web-based email and website content management systems (Constant Contact, Mail Chimp, WordPress, Blogger, etc.)

Ability to follow oral and written instructions and maintain strict confidentiality.

Must possess a Valid Mississippi Driver’s License