Executive Assistant - Office of the City Administrator
This position is located in the Office of the City Administrator (OCA) which has direct oversight over all executive-reporting agencies, and is responsible for the day-to-day management of the District government, setting operational goals and implementing the legislative actions and policy decisions of the Mayor and DC Council. The Office of the City Administrator is also responsible for preparing the District's annual operating and capital budgets, and for providing direction to all agencies to ensure they are meeting the needs of District residents on behalf of the Mayor.
As an Executive Assistant, the incumbent acts as confidential assistant, to the City Administrator, entrusted with information that is privy only to the executive office. Assignments involve interacting, consistently, with the City Administrator, Chief of Staff and Deputy Chief of Staff, Deputy Mayors, agency directors, high profile external stakeholders, staff from the Executive Office of the Mayor, Council offices, and constituents. The incumbent provides daily advice, objective, analyses, and recommendations on a variety of issues, ensuring that the daily administrative operation goals and objectives are accomplished. The incumbent also acts as an intermediary for investigating critical and sensitive matters that may be of interest to the Executive level staff.
- As requested by the supervisor, plans, and coordinates multiple assignments and project activities simultaneously that involve a combination of priorities.
- Plans, implements, and, proactively, manages the City Administrator’s calendar, with authority over commitments of time. Engages Chief of Staff and Deputy Chief of Staff on non-routine requests.
- Coordinates communications with people at all levels. Liaises with internal and external stakeholders on behalf of the City Administrator, to coordinate meetings, request information, and fulfill other requests.
- Researches and analyzes administrative requirements, problems and/or issues. Based on operations and changing requirements, identifies relevant issues for the City Administrator, Chief of Staff, and Deputy Chief of Staff.
- Analyzes administrative operations and office procedures to recommend and implement changes for improvement.
- Independently composes correspondence and memoranda for the City Administrator, including proofing, editing, preparing correspondence for signature to assure that it is consistent with organization policy.
- Coordinates with the Deputy Chief of staff and other Office of the City Administrator staff members to facilitate the City Administrator’s efficient review of materials, including preparing materials for meetings.
- Maintains calendar of activities, meetings, and events for the City Administrator; and coordinates meetings with District agencies and offices, external stakeholders, including non-governmental entities, and constituents.
- As needed, plans, arranges, and books travel on behalf of the City Administrator; coordinates with the Traveling Chief of Staff on travel logistics.
- Designs, implements, and maintains a process for material retention, both electronic and paper files.
- Shares with the supervisor, a variety of OCA operations and administrative projects; and makes recommendations regarding office management improvements and procedures.
- Performs special projects and other duties on behalf of the City Administrator, Chief of Staff, and Deputy Chief of Staff.
- Coordinates work activities with other internal functional components, and external agencies and organizations.
- Interacts with a variety of contacts/relationships, including senior government officials, high profile external stakeholders, and constituents.
- Performs other related duties as assigned.
KNOWLEDGE REQUIRED BY THE POSITION
Thorough knowledge of administrative principles, practices, and methods, and the ability to foresee challenges and issues and implement solutions to improve the City Administrator’s calendar. Ability to apply administrative principles, practices, and methods to staffing a fast-passed senior executive and management of a highly complex and dynamic calendar of activities.
Thorough knowledge and ability to plan and coordinate multiple assignments and project activities simultaneously that involve a combination of priorities; and the ability to coordinate work activities with other internal functional components, and external agencies and organizations.
Excellent organizational skills and strong attention to detail with the ability to multi-task and work well under tight deadlines.
Excellent oral and written communication skills, and the ability to interact effectively with a variety of contacts/relationships, including senior government officials, high profile external stakeholders, and constituents; ability to be tactful, diplomatic, and maintain confidential information.
Thorough knowledge of Microsoft Outlook, Word, Excel, and PowerPoint, and the ability to apply information management systems/office automation principles; and ability to quickly learn new systems.
Knowledge of public administration practices, and state and local government issues.
The incumbent works under the supervision of the Deputy Chief of Staff, who outlines assignments and relies on the incumbent to exercise independent judgment in planning, organizing, and executing assignments, including determining the approach, methods and procedures that will most effectively and expeditiously accomplish the work. The incumbent is frequently required to handle office emergencies and to resolve situations requiring initiative in determining methods to use and approaches to be taken based on established objective. The work is carried out independently, and assistance is given only in situations involving significant changes in work operations. The supervisor reviews the work only for its general effectiveness, adherence to principles and fulfillment of objectives.
Guidelines are broad and include but are not limited to any guidelines issued or followed within the Executive Office of the Mayor. Many situations are not covered by guidelines, and therefore require considerable judgment, initiative, and resourcefulness and adaptation in deviating from the standard guidelines and developing new ones.
Work involves broad administrative functions and analyzing and evaluating interrelated issues of effectiveness, efficiency, and productivity that affect the office. Work involves participating in projects and requires analyses of problems. Assignments or objectives sought involve a wide variety of unrelated administrative, management and coordination duties in support of the program/office. Decisions concerning what needs to be done, and how it should be done, are based on an understanding of the interrelationships between the organizations, people and issues involved and a high degree of resourcefulness and ingenuity in analyzing each situation as it occurs.
SCOPE AND EFFECT
The purpose of this position is to assist the supervisor with administrative, management and program matters relating to the Office of the City Administrator. The incumbent's work affects the accuracy, reliability, and adequacy of the operation of the program/office.
Personal contacts require close cooperation with staff members and other members of District of Columbia agencies, in addition to contact with private agencies and organizations, and constituents.
PURPOSE OF CONTACTS
The purpose of contact is to resolve issue; make recommendations; provide information; perform analyses and special projects; and improve the effectiveness of the office.
The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking; standing; bending; and carrying of light items such as papers, books, etc. No special physical demands are required to perform work.
The work is performed in an office setting.
OTHER SIGNIFICANT FACTS
This position is classified as “security sensitive” due to the position’s duties and responsibilities. Security sensitive positions are positions of special trust that may be reasonably expected to affect the access to or control of activities, systems, or resources that are subject to misappropriation, malicious mischief, damage, or loss or impairment of control of communication.
Candidates applying for or occupying security sensitive positions must clear a general suitability screening and are additionally subject to the following checks and tests: (1) Criminal background check; (2) Traffic record check (as applicable); (3) Consumer credit check (as applicable); (4) Reasonable suspicion drug and alcohol test (as needed); and (5) Post-accident or incident drug and alcohol test (as needed).