Salary Range: $33.440 – $46.82/hour
*Starting salary is dependent upon qualifications, but in most cases is no higher than the midpoint for the range.
NATURE OF WORK:
This position provides a full range of administrative support to the City Manager’s Office and the divisions that report to the City Manager. This is a critical position under the direct supervision of the City Manager or designee. The position executes a variety of high-level administrative and supervisory functions. This position serves as the software administrator for the software (iCompass) used throughout the City to generate meeting agendas and is responsible for creating meeting agendas for the City Council, and various Commissions and Committees. This position is responsible for taking and preparing meeting minutes and various communication pieces, assisting in the preparation of reports, and composing other written materials. This position requires the ability to maintain confidential information and files of the department as well as additional administrative duties as assigned for the department and its divisions.
The individual must be able to exhibit strong team and customer service skills that reveal outstanding interpersonal skills and has a track record of building and maintaining effective relationships with a diverse group of stakeholders including City officials, City clients, the general public, and fellow staff.
ESSENTIAL FUNCTIONS (Specific assignment will include some or all of the following):
• Responsible for the management, preparation and publication of the agenda for the City Council, Administration and Public Works, and Planning and Development meetings through the agenda management software, review all documents for accuracy and completeness, follow-up with departments, and may require attendance to meetings that are outside of regular business hours.
• Coordinates preparation of agendas and minutes for various committee or boards as assigned by the City Manager or designee, which may require attendance outside of normal business hours.
• Assembles weekly Friday report (PDF) from the City Manager for distribution to city council and managers.
● Updates and maintains Department website and City Calendar
● Serves as the staff person for meetings to prepare meeting agendas, minutes, coordination with external customers and updating appropriate webpages.
● Assist in the development of the annual department budget and monitors budget spending.
● Assist with FOIA and other legal requests
• Reconciles monthly credit card statements for City Manager’s office staff.
• Coordinates and schedules meetings as directed.
• Receives, prepares, handles and stores confidential information pertaining or assigned to department. Maintains confidentiality.
• Acts as payroll processor for City Manager’s Office
• Posts bills/invoices to financial software for payment and maintains digital documentation. Routes bills to appropriate staff for payment approval.
• Process requisitions, purchase orders, account inquiries of financial and related records.
● Performs other duties as assigned.
MINIMUM REQUIREMENTS OF WORK:
Must possess a High School Diploma or GED and four (4) or more years of progressively responsible administrative experience. Previous government work experience and possession of a Bachelor’s degree in Public or Business Administration preferred.
Must be willing and able to attend meetings that are outside of regular business hours as needed.
Knowledge, skills, and abilities in the following areas:
● Excellent working skill and knowledge of computers, including networked files, word processing, spreadsheet, database applications, and software including, but not limited to, Microsoft Office, Google Workplace, and Adobe Acrobat Professional.
● Excellent verbal and written communication skills; phone etiquette and customer service skills in order to represent the City Manager’s Office in a consistently professional manner and attire with a demonstrated willingness to contribute as an effective and positive team member.
● Familiarity with Target Solutions, Formstack, New World, Icompass, and Asana software systems.
● Knowledge of municipal policy and process theory, evaluation of concepts, the ability to assemble, analyze and organize critical data.
● Ability to learn, understand and incorporate city ordinances, rules, regulations and procedures into daily activities.
● Ability to establish and maintain effective working relationships with a diverse group of individuals and staff throughout the City and outside of the organization.
● Ability to read, understand and interpret manuals, ordinances, policies and procedures, statues, rules, regulations, newspapers, memos, letters, abstracts, financial reports and legal documents.
● Ability to facilitate meetings and speak before audiences with poise, voice control and confidence, using proper grammar and vocabulary appropriate to the audience and lead special project teams.
● Ability to take sufficient notes at meetings from which to prepare an accurate record of events.
● Ability to work independently without close supervision and work in a collaborative manner to accomplish the mission of the department.
● Ability to maintain confidential information in a mature and responsible manner.
● Ability to multi-task various duties and responsibilities; ability to manage stressful situations and to get along well with others.
● Careful attention to detail, organizational ability, and punctuality.
PHYSICAL REQUIREMENTS OF WORK:
Ability to work primarily in a sedentary position occasionally using force to lift, carry or otherwise move objects normally found in an office setting.
Employee is subject to inside environmental conditions, protection from outside weather, but not necessarily from temperature changes.
Work is performed under the general direction of the Deputy City Manager with minimal supervision. The individual has contact with other division and departmental staff at all levels, and uses the necessary resources in other departments and divisions. Work is assigned through general goals and objectives set by the Department and overall City management. The employee is responsible for prioritizing work tasks, and for identifying and utilizing the appropriate resources to resolve a problem or situation and/or research and analyze specific data. Performance is reviewed through observation, completion of projects, status reports, conferences and meetings. Guidance is provided through the City code, departmental policies, city operating practices and procedures, and other resources as applicable to the specific project assigned. Work is evaluated at least annually, with respect to problem solving, customer service, research and analytical skills, written and verbal communication skill, and performance in accordance with this classification standard.
The Employee has regular and frequent contact with division and department employees, other City employees, the general public and elected officials.
SELECTION METHOD TYPE OF ELIGIBILITY LIST LIFE OF ELIGIBILITY LIST
Structured Oral Interview
To apply for this position, please apply online at on or before the closing date.
Chosen candidates will be required to provide proof of licenses, certifications, and education required for this position. Candidates will also be subject to qualifying pre-employment processes, including medical examination, drug/alcohol screen, employment verification, and criminal background check.
The City of Evanston is an equal opportunity employer and ensures against discrimination in employment on the basis of a person’s race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, military discharge status, source of income, housing status, or gender identity. The City of Evanston is also committed to accessibility for persons with disabilities. Any person needing mobility or communications access assistance should contact Human Resources at 847-448-8204 (voice) or 847-866-5095 (TTY).
To apply for this job please visit www.cityofevanston.org.