Executive Assistant

Administrative Assistant

Performs highly responsible, specialized, professional administrative work under the direction of a department or division head.

This description was prepared to indicate the kinds of activities and levels of work difficulty required of positions in this class. It is not intended as a complete list of specific duties and responsibilities.

• Serves as liaison between the assigned office and the general public, City staff, and outside groups and agencies; provides general and specialized information and assistance that may require the use of judgment, tact, and sensitivity, and the interpretation of policies, rules, and procedures.
• Receives and assists visitors and telephone callers; answers inquiries requiring knowledge of City policies, procedures, and activities, or directs them to the proper person or department. Engages in both proactive and responsive problem-solving.
• Assumes responsibility for various administrative details; establishes, coordinates, and maintains effective office procedures and efficient workflows. Establishes and maintains harmonious working relationships with supervisors, coworkers, and the public.
• Disseminates new policies and procedures established by management. Develops, refines, implements, and communicates strategies used to achieve effective implementation of policies and to comply with recommendations of internal departments and external agencies. Advises and trains staff.
• Schedules appointments and maintains calendars. Arranges and coordinates meetings and events; sets up and runs presentations. Produces business itineraries and coordinates travel requirements.
• May serve as recorder of minutes with responsibility for distribution to participants. Transcribes or prepares documents from recordings.
• Takes action authorized during a director's absence and uses initiative and judgment to see that matters requiring attention are referred to delegated authority or handled in a manner so as to minimize the effects of the absence.
• Maintains filing and records management systems, processes a variety of contracts, vouchers, travel forms, invoices, and other office flow procedures.
• Sorts, reads, and annotates incoming email, mail, and documents and facilitates necessary action; determines any routing or signatures required, and maintains follow-up. Composes correspondence and reports for director's utilization or signature when required.
• Selects and / or makes recommendations for purchase of supplies and equipment; assists budget preparation and maintains budget and expense account records, financial records, and payroll records.
• Performs related work as required.

Open-Entry Requirements : (All requirements must be met at time of application.)

Selection of a Senior Administrative Assistant, Rule V, Section 8, Rules of the Civil Service Commission, applies.

Applicants must meet the minimum qualifications and pass the examination for this position to be eligible for hire. Qualified applicants are encouraged to apply immediately. All applicants must complete and submit a City of Spokane employment application online by 4 : 00 p.m. on the filing cut-off date.

The examination will consist of five skill simulations, 20-30 minutes each with weights assigned as follows :

This is an online examination and will require a computer. If you do not have access to a computer, please notify Civil Service so that one may be provided.

The examination will consist of five skill simulations modules, 20 to 30 minutes each. As each module is submitted, the test advances to the next simulation automatically. You may take the exam only once during the open recruitment period.

The examination may include such subjects as :

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. As a Fair Chance employer, City of Spokane does not conduct initial background screening for non-public safety positions.