Executive Assistant - Mayor's Office

Salary : $47,836.08 - $67,943.52 Annually

Location : City of Spokane, WA

Job Type : Full-Time

Job Number : 2025-00503

Department : Mayor

Opening Date : 10 / 29 / 2025

Closing Date : 11 / 30 / 2025 11 : 59 PM Pacific

CLASS SUMMARY

DEPARTMENT PURPOSE

The Mayor is the executive officer of the City and manages all of the City departments and employees.

POSITION PURPOSE

Perform responsible clerical work in the Mayor's Office and maintain regular professional contact with internal and external sources from diverse backgrounds.

SUPERVISION EXERCISED

Under the direction of the Operations Manager - Office of the Mayor, general objectives are established. Employee is required to select own method to accomplish tasks. Work is subject to evaluation on the basis of obtained results.

EXAMPLES OF JOB FUNCTIONS

The following responsibilities and requirements are functions the individual who holds or desires the position must be able to perform unaided or with the assistance of a reasonable accommodation.

KEY RESPONSIBILITIES

• Maintains the Mayor's daily calendar requests and scheduling.
• Work collaboratively with internal and external customers to include governmental agencies, private businesses, civic organizations, and citizens.
• Within scope of responsibility, assist office in handling a wide variety of issues.
• Ensures the Mayor is provided clear and accurate briefing materials for each event / meeting.
• Prioritize incoming requests from a variety of customers in person, via e-mail, or via telephone. Determine required action and handle issues through resolution, or route as appropriate while ensuring follow up and closure.
• Answers phone calls daily for Mayor's Office.
• Use City vehicle to provide transportation, as necessary.
• Assist in composing correspondence and prepare communication for the Mayor's signature, including but not limited to letters, envelopes, mass mailings, proclamations, retirement certificates, service pin letters, etc.
• Maintain filing and records management system as well as other office flow procedures.
• General housekeeping : kitchen, conference room, preparation / clean-up for all Mayor's Office meetings and events.
• Anticipate and meet the needs of both internal and external customers. Deliver high- quality products and services with a demonstrated commitment to continuous improvement.
• Coordinates recruitment, application intake, and approval processes for Boards and Commissions.
• Assists in planning events by tracking mailings, collecting RSVP's and other duties as assigned.
• Performs other duties as assigned to support the efficient and responsive operation of the Mayor's Office.

REQUIREMENTS

Knowledge of :

Ability to :

Skill in :

WORKING CONDITIONS

Work is conducted primarily in an office setting. Incumbents are expected to communicate verbally, in person, and via telephone. A computer terminal is used, and this requires the use of repetitive arm-hand movements. The incumbent must be able to occasionally lift and / or move up to 20 pounds.

MINIMUM QUALIFICATIONS

Any combination equivalent to the experience and education that would likely provide the relevant knowledge and abilities would be qualifying. Generally this will include :

Education :

Experience :

Licenses and Certifications :

BEHAVIORAL STANDARDS

As an exempt employee of the City of Spokane, the Executive Assistant is subject to the City's Code of Ethics set forth in Chapter 1.04A of the Spokane Municipal Code. As such, "it is the policy of the City of Spokane to uphold, promote, and demand the highest standards of ethics from all of its employees who shall maintain the utmost standards of responsibility, trustworthiness, integrity, truthfulness, honesty and fairness in carrying out their public duties, avoid any improprieties in their roles as a public servant including the appearance of impropriety, and never use their City position, authority or resources for personal gain."

We are an equal opportunity employer and value diversity within our organization. We do not discriminate on the basis of race, religion, color, national origin, gender identity, sexual orientation, age, marital status, familial status, genetic information, veteran / military status or disability status.

INSURANCE BENEFITS

Eligibility : Coverage begins for new hires and their dependents on the first day of the month following 30 consecutive days of employment.

Eligible Dependents : Spouse or Domestic Partner, birth, adopted children or children placed for adoption, Domestic Partner's children, step-children who live with employee, and any child for whom employee is legal guardian or for whom coverage is required by a Qualified Medical Support Order. Adult children under age 26 are eligible.

Medical

Qualified employees may select from two health carrier options; a Health Maintenance Organization (HMO) administered by Group Health Cooperative or a Preferred Provider Option (PPO) administered by Premera Blue Cross. The monthly premium, and to add coverage for eligible dependents varies depending on the medical plan selected.

Dental

Dental insurance is provided by Delta Dental of Washington. The monthly premium is minimal for employee and eligible dependents.

Vision

Vision coverage is included in the medical plan selected. Costs for eye exams and hardware; lenses, frames or contacts varies depending on the medical plan selected.

Life Insurance - Employee Only

Basic Term Life Insurance is provided at one-and-a-half times the employee's annual base salary to a maximum of $100,000. The City pays the monthly premium in full.

Life Insurance - Eligible Dependent(s)

Basic Term Life Insurance is provided at $6,000 for spouse / domestic partner and $2,000 for each child. The City pays the monthly premium in full.

AFLAC

Supplemental insurance is optional and is provided by AFLAC to help pay benefits that major medical insurance does not cover. The employee pays 100% of the monthly premium.

Flexible Spending Account

The City offers two optional Flexible Spending Accounts (FSA) - Health Care FSA and Dependent Care FSA. The Health Care FSA allows an employee to use pre-tax dollars to receive reimbursement for eligible medical, dental, and vision expenses. The Dependent Care FSA allows an employee to receive reimbursement for eligible daycare expenses for dependent children up to age 13 and other eligible dependents as defined by IRS Code. Employees can elect to contribute up to $2,550 per year for the Health Care FSA and $5,000 per year for the Dependent Care FSA.

LegalShield

Prepaid legal services and / or prepaid identity theft programs are optional. These programs pay for a limited amount of documents to be reviewed, limited trial defense representation, the preparation of a standard will, identity theft consultation, restoration and monitoring according to terms of contract.

Pet Insurance

Get cash back on the everyday care your pet needs to stay healthy! Nationwide / Voluntary Pet Insurance is an optional plan in which City of Spokane Employees can enroll.

Voluntary Term Life Insurance

Voluntary Term Life Insurance is optional and is provided through The Standard Insurance Company and is subject to application review and approval. Additional coverage up to $300,000 is available for employees and their spouse / domestic partner. Dependent children can be insured for up to $10,000 each. The employee pays 100% of the monthly premium.

RETIREMENT BENEFITS

Spokane Employees' Retirement System

The Spokane Employees' Retirement System (SERS) is a defined benefit pension plan covering non-uniformed employees whose positions are classified under the Civil Service Merit System. Contributions and earnings are tax deferred.

Deferred Compensation

Enrollment in the City-sponsored 457 Deferred Compensation Plan administered by ICMA-RC allows participants, on a voluntary basis, to defer a portion of their salary on a before or after tax basis.

WORK / LIFE PROGRAMS

Employee Assistance Program

The Employee Assistance Program (EAP) is a referral and counseling service administered by Deer Oaks. It provides a myriad of services to employees and their household members. Services include receiving confidential assistance for personal issues, such as managing stress, depression, parenting, alcohol / drugs, grief, etc. Each household member is eligible to receive up to eight counseling sessions per issue per year at no charge. There is also a benefit relating financial or legal concerns in addition to Worklife / Convenience services and online tools.

Employer Sponsored Bus Pass (ESBP) Program

The City of Spokane encourages employees to use alternatives to driving alone to work and participates in the ESBP Program offered by Spokane Transit Authority (STA). The program provides employees a bus pass for unlimited rides free of charge.

01

Do you possess a Bachelor's Degree or alternatively, two years of related work experience in progressively responsible administrative support functions? Please specify below by listing your Bachelor's Degree or applicable job titles, years held and relevant experience summaries. Do not refer reviewer to your resume.

02

Do you posses at least two (2) years of increasingly responsible experience in administrative support functions? Please specify below by listing applicable job titles, years held and relevant experience summaries. Do not refer reviewer to your resume.

03

Do you possess a valid driver's license without restrictions?

04

Have you uploaded your resume and cover letter to this specific job posting?

Required Question