Executive Assistant

The City of Ellensburg has a vacancy for an Executive Assistant to the City Manager.

Under general direction, the Executive Assistant provides high-level administrative support to the City Manager and City Administration (including Communications, Human Resources, City Attorney, Economic Development, and City Council) in a professional, efficient, and confidential manner. Must be excellent with people—the Executive Assistant is also expected to provide courteous and efficient service to internal and external customers.

Provide administrative support to the City Manager and City Administration:

Maintain the City Manager’s calendar; perform research using diverse sources, process and organize an extensive variety of complex information; provide reports and recommendations; review and proofread documents as requested by City Manager; prepare and compose correspondence and reports for Manager’s and Mayor’s signature and draft contracts as requested; prioritize, and complete assignments from the City Manager and Council, and from the City Attorney, Human Resources, and Economic Development as needed; distribute information using independent judgment and discretion; and tactfully handle confidential matters.

Maintain knowledge of issues impacting the City of Ellensburg; occasionally attend City Council evening meetings and provide follow-up report on Council action for distribution to staff under Manager’s signature.

Assist in coordinating logistics for public forums, open houses, etc.; monitor progress of projects and maintain contact with participants; assist in scheduling, preparation, coordination, and distribution of City Council agenda(s); distribute mail; make travel arrangements for the City Manager and Councilmembers.

Assist City Manager in budget preparation for Manager and City Council; analyze and track monthly budget summaries for City Administration and Council and apprise City Manager of overspending and necessary or potential budget adjustments; order supplies and manage accounts payable for City Manager and City Council; analyze and recommend capital equipment purchases and training needs; review internal/external statements and bill various departments as necessary.

Process payroll for City Administration and other divisions as assigned.

Serve as the Records Administrator for the Admin Office (excluding City Attorney and HR); perform records management by developing, maintaining, moving, archiving, and purging paper and electronic files for City Manager, City Council, and general office; maintain, track, and update all City contracts and agreements (including the database) held as official public records for the City Clerk’s Office; notify Department Directors when action is required by the City; and prepare for archiving and purging.

Maintain fixed asset records for City Manager, City Administration, and City Copy Room; research and recommend purchasing justification to the City Manager.

Customer Service:

Provide excellent customer service to members of the public, city employees, media, and other private and public agencies in person, over the phone, and through correspondence.

Serve as liaison with other agencies or individuals as requested.

Assist visitors and answer City Administration telephones; direct inquires to other City Departments and agencies as required.

Administer noise waiver, WA State Liquor and Cannabis Board and Proclamation application process; administer the Council Community Grants Program; notarize documents; provide training and assistance in the City’s copy room; process purchase orders; manage Council Chambers reservations via LocalHop.

Boards, Commissions, and Committees:

Manage appointment process for City Advisory Boards, Commissions, and Committees; notify volunteers when terms expire; coordinate and assist in recruitment efforts by advertising for vacant positions and processing applications; analyze and recommend changes in recruitment and recognition efforts; prepare agenda reports introducing applicants; recommend appointment as needed; maintain and update boards, commission, and committee notebook and City webpages listing members and terms and the events calendar.

Update Boards and Commissions Handbook on a periodic basis; track completion of training on the Open Public Meetings Act (OPMA) and Public Records Act for City Council and Boards and Commission members.

Attend committee, commission, and/or board meetings as the City representative as assigned by the City Manager.

Other duties may be assigned.

This is a representative samplenot to imply a complete listing of responsibilities and tasks.

This is a full-time, benefited position. Benefits include medical, dental, life, and disability insurance; Retirement under the Washington State Public Employees Retirement System (PERS), VEBA, Paid Time Off (PTO), holidays, and employee choice days.

Salary: $5,706 - $6,454/month (2024 wages) plus excellent benefits

QUALIFICATIONS:

The requirements listed below are representative of the knowledge, skill, and/or abilities required.

REQUIRED EDUCATION AND EXPERIENCE:

Associate's degree or equivalent from two year college or technical school

At least two (2) years of experience in a position utilizing the required skills for this position

Please note: An equivalent combination of education and experience may be considered in lieu of the above requirements as determined by management.

REQUIRED CERTIFICATIONS, LICENSES, AND REGISTRATIONS:

Valid Washington State Driver’s License, and must maintain an insurable driving record

First Aid/CPR certification, or ability to obtain within six (6) months

Notary Public, or ability to obtain within six (6) months

PREFERRED EDUCATION AND EXPERIENCE:

Bachelor’s degree in Business/Business Administration, Public Administration, or similar field

Five (5) or more years as an Executive Assistant performing in a similar environment/role

Prior employment with a public entity

Bilingual (English/Spanish)

To apply for this position and to view a complete job posting including detailed duties, responsibilities, and qualifications please visit the employment section of our website at www.ci.ellensburg.wa.us. This position closes December 17, 2024. EOE