EA to Mayor & City Mgr.
About the Company
The City of Sterling is seeking a full-time Executive Assistant to the Mayor and City Manager. This position performs a high level of administrative duties requiring independent judgment, confidentiality and professionalism. The ideal candidate would possess the ability to anticipate needs and adapt in a fast-paced and multi-faceted environment. The Assistant acts as a liaison between the Mayor, City Manager, Council, administration, staff, and the public, including community leaders, state agencies, and elected officials. The Assistant demonstrates a high level of interpersonal and organizational skills and exemplifies strong professional communication and customer service skills.
About the Job
The Assistant to the Mayor and City Manager provides a high level of administrative duties requiring independent judgment and a high level of confidentiality and professionalism. The Assistant acts as a liaison between the Mayor, City Manager, Council, Administration, staff and the public, including community leaders, state agencies and elected officials. The Assistant utilizes a high level of interpersonal and organizational skills.
Responsibilities
Serves as confidential assistant to the Mayor and City Manager
Serves as the assistant to the Tree Board, Sterling Industrial Development Commission, other boards and committees as needed. Provides support including but not limited to, scheduling meetings, preparing the agenda, recording the minutes and perform other duties including posting legal notices as needed
Organizes and manages the schedule for the Mayor and City Manager, including coordinating meetings and processing of financial travel records
Interacts with external executives, community leaders, and legislative officials
Assumes leadership on projects assigned by the Mayor and City Manager
Represents the office of the Mayor and City Manager positively by disseminating information and resolving problems in a diplomatic and professional manner
Assists in the hiring process for various departments of the City of Sterling
Responsible for maintaining inventory of office supplies for the Mayor and City Manager
Organizes and provides support with City events
Manage coordination of facility room rentals for the Coliseum
Maintains personnel files, medical files, I-9 Documents, and state mandated training certificates for all employees
Inputs vendor payments for the City Manager and Mayor
Assists in managing and maintaining mobile app content and review of complaints
Assists in managing and maintaining website content
Routes and handles all the incoming telephone calls
Assists with the front counter duties as needed
Assists other Departments with special projects as needed
Possess ability to anticipate needed action and take initiative
Possess ability to multi-task and utilize strong organizational skills
Ability to successfully transition administrative duties depending on Mayoral and Council changes
Assumes all other reasonable and professional duties and responsibilities assigned by the Mayor and City Manager
Qualifications
Minimum Qualifications:
Completion of a standard high school course (or equivalent GED)
2+ years of college-level coursework in business or office administration preferred
At least 3 years of executive-level Administrative Assistant experience required
Possession of a valid Illinois driver’s license
