Office of Violence Prevention: Executive Assistant (U) (Vacancy) in Bayern bei City of Columbus

The Executive Assistant to the Executive Director and Deputy Director of the Office of Violence Prevention will provide direct administrative and clerical support to the Executive Director and the Deputy Director. This position will answer telephones and maintain the calendars of the Executive Director and Deputy Director. This position will provide support as needed during meetings and hearings; create and provide regular and special reports, correspondence, and other documents as instructed; and will provide general support to the staff of the Office of Violence Prevention by fulfilling light clerical requests, submitting facility work order requests, sorting and routing mail, ordering supplies, and monitoring inventory. This position will perform other duties as assigned.

Key Responsibilities:

• 
  Receives and greets visitors, handles inquiries, and directs appropriate person(s) as needed;
• Answers telephone calls and gives information to callers, connects callers to appropriate offices, or takes messages as necessary;
• Ensures that priority information is relayed to the Executive Director, Deputy Director, or appropriate staff member;
• Provides general clerical support to the staff of the Office of Violence Prevention, including answering telephone calls, retrieving and rerouting voicemail messages, sorting and routing mail, submitting facility work order requests, ordering supplies, and monitoring inventory;
• Takes, transcribes, and distributes minutes of meetings, boards, and hearings;
• Prepares and/or types letters, memos, legislation, contracts, PowerPoint slides, and other documents using word processing and other software applications at the direction of the Executive Director or the Deputy Director;
• Picks up mail from the mailroom and routes items to the appropriate office staff;
• Prepares various information, confidential material, statistical reports, and other special data that may be needed for meetings, conferences, and other purposes;
• Assembles, collates, and copies various documents for meetings, presentations, and other uses;
• Collects and compiles information from various sources;
• Assists with special projects and special correspondence pertaining to the Office of Violence Prevention;
• Proofs and makes corrections to various documents and materials, letters/postcards, correspondence, and event collateral;
• Prepares mass mailings for office initiatives and specialized events;
• Maintains a confidential filing system;
• Handles material of a sensitive and confidential nature.

• Bachelor’s degree or completion of the twelfth school grade and one or two years of general office experience;
• General knowledge of the Mayor’s Office initiatives;
• Working knowledge of the local government and the community.;
• Understanding of the social, developmental, economic, cultural, and legislative issues and trends that affect the City of Columbus and targeted communities;
• Strong verbal and written communication skills;
• Reliable and punctual;
• Energetic and motivated. Interested in city activities and services, and how they impact the community;
• Familiarity with Microsoft applications;
• Fluency in a language other than English (preferably Spanish or an Afro-Asiatic language) is preferred but not required.

Recruitment #: 23-0823-V4
Employment Type: Full-Time (Regular)

Should you have questions regarding this vacancy, please contact:

Jennifer Moore
Office of the Mayor
90 W. Broad Street
Columbus, Ohio 43215
Phone: (614) 645-8581
Email: jlmoore@columbus.gov