Executive Assistant to Deputy Chiefs of Staff (Executive Secretary I) (Unclassified) VACANCY in Bayern bei City of Columbus

Under direction, is responsible for providing general secretarial support to the Deputy Chiefs of Staff; is responsible for providing support to the Reception Area of the Mayor’s Office; performs related duties as required.

Definition:

The Executive Assistant to the Deputy Chiefs of Staff will serve as administrative support to the assigned Deputy Chiefs of Staff in the Mayor’s Office and the designated team members. This position will answer telephones, sort and route mail, and maintain the calendars of the assigned Deputy Chiefs of Staff and other designated staff members; will provide clerical support to the Deputy Chiefs of Staff and designated team members, including providing regular and special reports, correspondence, and other documents as instructed; will provide regular support to the Mayor’s Reception Area by answering telephones, retrieving and routing voicemail messages, submitting facility work order requests, ordering supplies, and monitoring inventory. Will serve as back up to Mayor’s Scheduler and Executive Assistant to Chief of Staff as needed.

• 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 Deputy Chiefs of Staff or appropriate staff member;
• Provides support to the Reception Area of the Mayor’s Office, including answering telephone calls, retrieving and rerouting voicemail messages, 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 Deputy Chiefs of Staff;
• Picks up mail from the mailroom and routes items to the appropriate offices;
• 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 Mayor’s Office;
• 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;

Position Type/Expected Hours of Work

This is a full-time position, and the hours of work and days are Monday through Friday, 9 a.m. to 5 p.m. Some evening and weekend hours may be required as job duties demand.

Desired Education and Experience

• Bachelor’s degree or completion of the twelfth school grade and three to five years of general office experience;
• General knowledge of the Mayor’s Office initiatives;
• Working knowledge of the local government and the community;
• Excellent verbal and written communications skills;
• Outstanding organizational and time-management skills;
• Ability to work in a fast-paced environment.

Recruitment #: 23-0822-V1
Employment Type: Full-Time (Regular)

If you wish to apply in person, please submit an application and any supplementary materials to:

Jennifer Moore
Office of the Mayor
90 West Broad St. 2nd FL.
Columbus, Ohio 43215
P: (614) 645-8581
E: jlmoore@colubmus.gov

The City of Columbus seeks to promote compensation strategies that maximize the recruitment, performance, development, and retention of quality employees in support of the City's Covenant and strategic plan. In addition to a competitive pay plan, the City offers a comprehensive benefits program that includes the following:

• Medical
• Dental
• Vision
• Short-term Disability
• Life Insurance
• Wellness Program
• Tuition Reimbursement