• Executive Secretary to the Mayor

    Executive Secretary to the Mayor

     
    Salary 
    $52,821.00 Annually
    Location 
    Town of East Hartford, CT
    Job Type
    Full-Time
    Department
    Office of the Mayor
    Job Number
    00113
     
     
    Closing
    6/24/2022 3:00 PM Eastern
    POSITION DEFINITION

     

    Works under the general supervision of the Mayor and the Mayor’s Administrative Assistant. Performs secretarial and administrative work of a complex, confidential, and responsible nature in the Office of the Mayor.

     

    ESSENTIAL JOB FUNCTIONS

     

    • Receives oral or written instructions from supervisor.
    • Plans and organizes work according to established or standard office procedures.
    • Determines priority of work tasks.
    • Assigns work to permanent and temporary clerical staff.
    • Relieves supervisor of detail work.
    • Provides general information to public on department or Town services, including regulatory, cultural, social, or recreational programs.
    • Observes strict confidentiality in establishing and maintaining restricted files and records.
    • Arranges meetings and schedules appointments for supervisor, and coordinates scheduling of field personnel where applicable.
    • Transmits and explains supervisor’s directions to proper persons, and follows up for compliance, completeness, and conformance with deadlines.
    • Compiles and coordinates data for action by supervisor.
    • Types and transcribes letters, reports, and meeting minutes from rough draft, shorthand notes, or transcription equipment.
    • Composes and types routine correspondence and reports.
    • Screens telephone calls or greets visitors, ascertains nature of business, and refers to appropriate office as possible.
    • Types statistical and narrative reports of some complexity.
    • Performs special assignments, studies, and routine administrative functions as directed.
    • Relieves Administrative Secretary to the Mayor as needed.
    • Reports work accomplished to supervisor.

     

    ADDITIONAL JOB FUNCTIONS:

     

    • Provides secretarial and clerical services to community development unit as needed.
    • Develops and maintains confidential and complex records and files.
    • Maintains purchasing, personnel, or other administrative records.
    • Coordinates scheduling of conference rooms.

     

    KNOWLEDGE, SKILLS AND ABILITIES

     

    • Ability to type with speed and accuracy.
    • Ability to take minutes of meetings, correspondence and reports, etc. in shorthand.
    • Ability to establish and maintain complex files and record systems.
    • Ability to work with a minimum of supervision.
    • Ability to compose clear and correct letters and reports.
    • Ability to efficiently schedule and coordinate meetings and events.
    • Ability to process paperwork accurately and efficiently.
    • Ability to supervise.
    • Ability to relate positively to those contacted.
    • Ability to learn to operate data and word processing equipment.
    • Ability to compile data as requested.
    • Ability to acquire a working knowledge of the functions and responsibilities of the Mayor’s Office.
    • Ability to perform basic bookkeeping skills.
    • Ability to supervise clerical staff and operations.

    PHYSICAL AND MENTAL EFFORT AND ENVIRONMENTAL CONDITIONS:

    • Works in office setting subject to continuous interruptions and background noise.
    • includes exposure to video display terminals on a daily basis
    • Ability to operate equipment requiring eye and hand coordination and mechanical aptitude

     

    JOB QUALIFICATIONS AND LICENSING

     

    The skills and knowledge required would generally be acquired with a high school education with course work in Business English and Commercial Arithmetic with four years of progressively responsible secretarial or office administrative work, or Associate’s degree in Secretarial Science and two years’ progressively responsible secretarial or office administrative work.

     

    LICENSING REQUIREMENTS:

     

    None.

     

    CORE JOB REQUIREMENTS: 

    • Media relations, including preparing press releases, responding to press inquiries, organizing and publicizing press conferences & a wide range of public events
    • Creating communications strategies for the Town, Mayor’s Office, and a range of municipal departments
    • Writing and content creation for a range of media, including print, digital, website/blog, social, formal correspondence, and proclamations & citations. Must be able to write consistently in differing voices appropriate to a range of varied municipal agencies and programs. Strong ability to copy-edit or redraft complex and technical writing to appeal to a wide audience
    • Web editing, using a drupal-based Content Managing System. Should have a strong understanding web writing and editing content as well as some understanding of SEO and analytics functions
    • Graphic design, including creating graphics & images for the web, social media, flyers and posters, and digital display signs
    • Customer service, including assisting members of the public with questions or concerns by phone and in person
    • Ability and willingness to support Mayor and colleagues with other duties as needed
    • Ability to multitask and balance a range of priorities in a fast paced, results-oriented environment.
    PLUS JOB REQUIREMENTS:
     
    • Photography, including photographing events, portraits, and buildings / landscapes, as well as experience with image processing tools like Photoshop / Lightroom. Knowledge of photography basic principles a plus, experience with photography on mobile devices also a plus
    • SEO optimization, including experience with Google Analytics or similar platforms, with a focus toward identifying opportunities and maximizing resources

     CORE COMPETENCIES: 

    • Strong writer, with ability to create content for a wide range of media, audiences, and formats, on demand and to deadline.
    • Experience working with traditional and new media and the public to advance strong narratives on a diverse range of topics and programs.
    • Ability to work collaboratively with Mayor’s Office colleagues, municipal department directors & staff, and outside stakeholders to engage the public about Town events, services and initiatives
    • Strong understanding of web design, experience working with Content Management Systems, and ability to work creatively to maximize use of the Town’s web hosting service 
    • Experience with digital strategy, maximizing use of web and social media resources
    • Experience with graphic and visual design, with Adobe CC knowledge preferred
    • Organized self-starter with a strong desire to learn new skills and increase understanding of town policies and programs in order to better assist the Mayor, town staff, and the public
    • Strong computer skills, including firm understanding of Microsoft Office Suite, as well as web based databases and content entry systems, willingness to experiment and self-teach new digital resources.

     PLUS COMPETENCIES: 

    • Experience with municipal or state government communications, including understanding of relevant legal environment and best practices
    • Willingness and ability to learn new skills, techniques, or computer systems in a self-directed manner
    • Experience with photography, videography, or willingness to learn
    • Experience training or teaching web & computer skills, including social media basics, content creation, and strategy
    • Ability to troubleshoot computer technology and web and digital platforms, as well as create creative solutions to technical problems.
     
    Please submit a resume and cover letter with employment application
     

    The above tasks and responsibilities are illustrative only.  The description does not include every task or responsibility.

     
     
    The Town of East Hartford is an Equal Opportunity Employer