Executive Assistant

Description

Position: Executive Assistant 

Department: Developmental Services 

Employment Status: Permanent - Full Time - Non-Exempt

Schedule: Monday – Thursday 6:00 a.m. to 4:30 p.m.

Compensation: Grade: 6 $20.92/hour

Position Summary

The Executive Assistant performs a wide variety of secretarial and administrative duties in supporting the Development Services Department which includes the Planning and Zoning Division, Community Development Services Division and Building Permit and Code Enforcement Division. The Executive Assistant works under the supervision of the Development Services Director, but collaborates with administrative staff to execute daily commitments, communications and organizations responsibilities as it pertains to the Morgantown Planning Commission, Board of Zoning Appeals, Land Reuse and Preservation Agency, Neighborhood Coordinating Council and other aspects of the Development Services Department. Work requires strong organization, great attention to detail, and good judgement on the application of regulations and established procedures in the Department. Work is generally a critical, sensitive or confidential in nature.

The Executive Assistant works under the direct supervision of the Development Services Director who holds the employee accountable for achieving goals, objectives and job responsibilities in this job description.

ESSENTIAL DUTIES - KNOWLEDGE – SKILLS - ABILITIES

• Serve as receptionist to receive calls, electronic mail, and personal appearances by citizens and clients on specific policy procedures, services, and activities; respond to public inquiries; direct the general public and clients to the appropriate staff for services and technical assistance; and receive, direct, and relay telephone, electronic mail, and facsimile messages. 
• Provides administrative and clerical assistance, such as correspondence, copying, ordering supplies, scanning documents and processing applications. 
• Greets customers and visitors in a friendly and professional manner while providing technical assistance on land use   information, and community development information to the public over the phone, email and in person. 
• Reviews all planning and zoning related applications to ensure accuracy and completeness; provides information regarding the application process and works with other team members to ensure adequate information is being submitted for review through the City’s online application/permitting program. This includes but is not limited to acting as a liaison between customers and the City throughout the application review process, verifying completeness of information; collecting missing information, assessing and collecting frees, and/or performing other related activities. 
• Provide organizational structure with emphasis on administrative support functions such as dictation, typing, preparation, and editing of letters, memorandums, email, tables, charts, graphs, ordinances, resolutions, forms, reports, presentations, etc. 
• Make preparations for Planning Commission, Board of Zoning Appeals, Land Reuse and Preservation Agency, Neighborhood   Coordinating Council and other committee meetings including the gathering of information and preparation and editing of agendas, memorandums, letters, staff reports, minutes, and meeting packets. 
• Coordinates the administrative aspects of projects and events, integrating them with ongoing work routines and making   assignments to other staff as necessary. Identifies and works with staff from other divisions and external sources to meet information and resources needs.   
• Maintain the electronic and paper filling systems for the department and file all applications, documents, and correspondence accordingly; maintain public documents and the confidentiality of all records, reports, and correspondence in the performance of daily activities. 
• Coordinates, orders, arranges and designs office space layouts, equipment, computer supplies, and department needs. 
• With the assistance and support of the City’s Marketing and Communications Department, maintain the Department’s webpage   content. 
• Coordinate and track training and travel arrangements for department staff. 
• Performs other duties as assigned that support the overall objectives of the Development Services Department. 
• Other duties as assigned.
• Proficient office administration in a high volume, fast-paced, time-sensitive environment. 
• An understanding of relevant legislation, policies, and procedures involving land use and land development planning and   regulation, as well as community development. 
• Computer skills including the ability to operate computerized word processing, spreadsheet, and presentation programs at a highly proficient level. 
• Team building skills; outstanding listening, verbal, and written communication skills. 
• Analytical problem-solving, decision-making, priority-setting, and multi-tasking skills. 
• Time and stress management skills. 
• Transcription skills.
• Ability to understand and follow written and oral instructions. 
• Ability to work independently on assigned tasks and to make decisions with minimal supervision by prioritizing and organizing tasks within specific timelines.  

Working Conditions & Physical Requirements

• Office work only. Good working conditions with almost complete absence of physically demanding, unpleasant, strenuous,   and/or hazardous elements.
• Physical Demands: This position may require long periods of time sitting and using office equipment and computers. May also have to perform light lifting of supplies and materials from time to time.  

Use Of Technology & Equipment

• Position has daily use of computers, the Internet, Smartphones, etc. to create databases, spreadsheets, or reports. Position designs and creates customized reports, presentations, and/or documents using advanced software skills.
• Office equipment used on a regular basis included computers, photocopiers, facsimile machines, telephones, calculators, scanners, plotters/transcribers, digital camera, shredder, Architect/Engineer scale rulers, Planning and Zoning Code (Municode), etc. 
• Strong computer experience including word processing, spreadsheets, and databases to handle day-to-day business activity. This includes Microsoft Word, Excel, Power point, Adobe Pro, various internet and email applications. 

Contact & Supervision

• Position involves frequent internal and external contacts which require public relations skills in handling complaints. Contacts involve non-routine problems and require in-depth discussion and/or persuasion in order to resolve the problem. Handles more difficult contacts that are referred by front line employees.
• Employee encounters occasional contact with other departments and public. 
• Promotes an image of professional, courteous service as a representative of the City of Morgantown.  
• This position is not responsible for the supervision of employees. 

The City of Morgantown is an Equal Opportunity Employer. All applicants will be considered for employment without attention to race, color, religion, sexual orientation, gender identity, national origin, veteran or disability status.

Requirements

Minimum Requirements

Education:

• Extensive technical or specialized training such as that which would be acquired by an Associate's Degree or two years of technical or business school.

Certification/License:

• Notary Public  

Experience:

• 4-6 years of increasing skill and responsibilities in a secretarial and/or administrative support position at an executive level. 
• Excellent interpersonal, oral, written and   telephone communication skills.
• Minimum typing proficiency of 60 to 70 WPM with 95% accuracy. 

Preferred Requirements

Experience:

• Bachelor’s degree
• Specialized training in secretarial science, business administration assistance, and/or legal office assistance. 
• General knowledge of geographic service district.