Mill Creek's next Executive Assistant/Deputy City Clerk needs to be collaborative and have a strong work ethic, impeccable integrity, and highest ethical standards. The ideal candidate has extensive experience handling public records requests and is comfortable working independently on projects, from conception to completion. Because Mill Creek remains in a period of change and rebuilding , the ideal candidate must thrive in start-up and entrepreneurial environments. The next Deputy City Clerk will need to be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. This position requires the use of independent judgment and the ability to problem solve and collaborate in order to accomplish tasks. The City is looking forward to bringing on another dedicated public servant to our team.

GENERAL DESCRIPTION:

This is a confidential position responsible for providing comprehensive organizational and administrative support to the City Manager and City Clerk/Public Records Officer. Responsibilities may include conducting research, preparing reports, handling information requests and performing functions such as managing schedules and meetings, answering phones, responding to emails, taking meeting minutes, recordkeeping, and identifying and prioritizing items for attention. This position is expected to provide back-up to the City Clerk and may be required to assist in the preparation and distribution of council agendas, minutes, and correspondence; maintain a comprehensive indexing and filing system for Council action and directives; codify and publish ordinances. Additionally, the executive assistant may also be in charge of assisting human resources in the scheduling, design, production, and distribution of printed materials for compliance training, new employee orientation, and various other meetings and events. The executive assistant is responsible for building and maintaining good working relationships with city council, city staff and members of the public.

ESSENTIAL JOB FUNCTIONS:

• Complete a broad variety of administrative tasks including: managing an active calendar of appointments; completing department specific expense reports and budget documents; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed plans, itineraries, and agendas; and compiling documents for meetings.
• Manage confidential documents and perform recordkeeping in accordance with local, state and federal laws.
• Respond to and support public information requests in compliance with all applicable laws.
• Assist in the development and implementation of policies, processes and procedures while looking for opportunities for process improvement.
• Provide a bridge for smooth communication between the City Manager’s office and internal departments; demonstrate leadership to maintain credibility, trust and support with senior management staff.
• Plan, coordinate and ensure the City Manager’s schedule is followed and respected, creating win-win situations for direct access to the City Manager’s time and office.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the City Manager, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
• Work closely and effectively with the City Manager and City Clerk/Public Records Officer to keep well informed of upcoming commitments and responsibilities, following up appropriately. Act as a “barometer,” having a sense for the issues taking place in the environment and keeping the City Manager and City Clerk/Public Records Officer updated.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.

• Collect and compile information from various sources; research and prepare reports as needed. Responsible for data gathering, recordkeeping, documentation, research and tracking duties which require a high level of accuracy and attention to detail.
• Process invoices; gather data and assist in compiling budget documents for the City Manager’s office; monitor budget expenditures.
• Provide oversight for retention of records and files, review and edit printed information, mail and distribute executive or organizational materials.
• Provide back-up and may be required to assist in the preparation and distribution of council agendas, minutes, and correspondence; maintain a comprehensive indexing and filing system for Council action and directives; codify and publish ordinances.
• Assist with maintenance of official files and records of Council proceedings and actions; prepare, process, distribute, and post public notices, bulletins, and contracts; assist the Clerk’s office to receive Conflict of Interest Statements and other documents.
• Assist with tasks and projects in support of the Human Resources department.
• Provide oversight and coordination for City Boards and Commissions to include facilitating recruitment of new members, creating and maintaining resource documents and recommending internal process improvement.
• Manage supplies and office equipment.
• Assist with special projects as assigned.

This is not designed to be a comprehensive listing of all activities, duties and responsibilities required of the job. Other duties may be assigned and/or performed. Assigned duties will fall into the general category and level of responsibility described above.

First Review 04/20/2023.

Open until filled.