Executive Assistant To Mayor & City Manager

The City of Lakewood is dedicated to upholding City values to include: Performance Excellence, Leadership, Respect and Collaboration. Best fit candidates will demonstrate innovation, customer service, dedication, passion and engagement. All people, citizens and employees, will be treated with respect, relevance, and importance.

HIRING RANGE: $95,191.20 - $105,768.00/year

Provides executive administrative support to the City Manager, Deputy City Manager, Mayor and City Council by performing, assigning and directing necessary functions to create documents, maintenance of the department filing system, scheduling and managing calendars, making meeting and event arrangements, supervising front desk operations and other assignments to balance the workload in a moderately complex administrative environment.

Essential Duties and Responsibilities

Incumbent is accountable for all duties of this job and other projects and responsibilities may be added at the City’s discretion. Employees must be able to perform the essential duties of this job with or without reasonable accommodation.

• Works directly with the City Manager and Mayor to support all aspects of their daily work routine.
• Maintains the City Manager and Mayor’s calendars, including scheduling meetings, appointments, speaking engagements, travel, reviewing and sorting incoming correspondence.
• Oversees front desk reception and operations to include supervising the Business Specialist, and coordinating daily and special work assignments from City Council and City Manager’s Office.
• Interacts with visitors to the office or callers to problem solve and develop an appropriate action.
• Acts as back up receptionist, answering, responding, screening calls, and directing callers to appropriate staff or department.
• Coordinates various office support services, including supervising purchasing processes, accounts payable functions and preparing monthly credit card statements.
• Serves as assistant to the CMO budget coordinator during annual budget process and monitors monthly budget expenditure reports. Assists with the coordination of finances and budget preparation and provides data analysis.
• Composes correspondence, reports and other documentation on behalf of the City Manager and Mayor, as requested. Edits copy to ensure proper grammar, spelling, syntax and style.
• Prepares and produces materials, documentation and other requests.
• Prepares professional services agreements as assigned for review by the City Attorney.
• Performs other duties as assigned.

Reporting Relationships

Supervision Received: Deputy City Manager

Supervision Exercised: Business Specialist III

Knowledge, Skills and Abilities

• Ability to handle numerous interruptions, shifting priorities and tight deadlines.
• Ability to interact effectively with individuals at all levels of city, state and international governments, various leagues, boards and commissions.
• Demonstrates strong interpersonal skills with ability to work as a team player and leader.
• Self-motivated with ability to work independently.
• Demonstrates excellent public relations/customer service skills to work with people who may be frustrated, angry or upset.
• Knowledge of filing systems.
• Ability to transport oneself to off-site locations.
• Must have the ability to come in early or stay late for event set-up when necessary.
• Ability to maintain confidentiality while working with sensitive issues.
• Ability to demonstrate strong organizational skills.
• Must demonstrate regular and reliable attendance.

Technological Skills

• Highly Proficient in MS Word, Excel, Outlook and Power Point. 
• Ability to type 50 wpm.

Education and Experience

• Education: Requires a minimum of high school diploma or equivalent. A bachelor’s degree in management or related field is strongly preferred.
• Experience: Minimum of five years’ experience in an executive administrative or executive assistant position is required. Two years supervisory experience required.

Working Conditions and Physical Requirements

Must successfully complete and maintain required state or departmental physical standards and certifications.

LIGHT WORK:  Exerting up to 30 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.  If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for Light Work.

Physical Demands

• Bend or position self to move items from higher place to lower place or vice versa
• Sit, stand or be stationary
• Talk, hear, converse, communicate, or exchange information
• Use of hands and/or fingers in a repetitive motion to handle, pinch, grasp, move, feel, inspect, etc.
• Walk, ascend, descend on both even and uneven terrain
• Vision to include distance, depth perception, peripheral and color

Environmental Conditions may include

• Office settings

Physical Requirements – No Physical Needed

• Lift, carry, push, pull, move, or positions from all levels up to 30 lbs with or without assistance

The City of Lakewood is a drug-free workplace that provides employment opportunities in compliance with all pertinent federal, state, and local laws. All Lakewood employees are expected to work and complete all tasks in a safe manner consistent with training, standard operating procedures, City or Department policies, and common sense. Working in a safe manner includes the use of personal protective equipment (PPE) and complying with all City and/or Department safety rules. Horseplay on-the-job is strictly forbidden. The failure to work in a safe manner, use PPE, follow standard operating procedure, or comply with a safety rule will result adverse employment consequences ranging from verbal discipline to termination from employment, including any applicable reduction in benefits under the Colorado Workers’ Compensation Act. Employees are also expected to encourage safe work practices by all co-employees, and to report any unsafe work practices immediately to a supervisor. 

The City of Lakewood celebrates diversity, equity and inclusion in all areas of our workforce. Accordingly, the city is committed to creating, nurturing and sustaining a diverse, equitable and inclusive culture, where differences drive innovative solutions to meet the needs of our community and employees.