Executive Administrative Assistant

$71,448 - $71,448/Yr

Fairbanks North Star Borough

Full-time - Entry Level

Educational Services

About the position

The Executive Administrative Assistant provides essential administrative support to the Mayor's office, directly assisting the Mayor, Chief of Staff, and Special Assistants. This role is critical in managing sensitive and confidential communications and documents that are vital to the operation of the Mayor's office. The position requires a high level of professionalism and autonomy, as it is highly visible and involves significant independent judgment. The Executive Administrative Assistant will coordinate office functions, manage scheduling, and ensure the smooth operation of the Mayor's office. In this role, the Executive Administrative Assistant will be responsible for a variety of tasks including typing correspondence, reports, and proclamations, as well as serving as the receptionist for the Mayor's office. This includes handling phone calls and walk-in traffic, routing correspondence, and transferring calls to appropriate departments. The assistant will also research and gather data for various projects, draft reports, and manage the Mayor's calendar, making arrangements for conferences, seminars, and meetings. Additionally, the Executive Administrative Assistant will provide support for boards and commissions, process applications, and maintain a records management system. Financial responsibilities include preparing and processing cash receipts, purchase orders, and budget activities. The assistant will also serve as the department timekeeper and provide procurement support. This position may require backup duties as a Public Information Officer and assistance with special projects as assigned. The role demands strong communication skills, the ability to maintain confidentiality, and the capability to work effectively in a high-production environment.

Responsibilities

• Provide administrative support and coordinate office functions for the Mayor's office.
• Serve as receptionist for the Mayor's office, handling phones and walk-in traffic.
• Research and gather data for various projects, draft reports, and compose correspondence.
• Manage the Mayor's schedule, including arranging travel and meetings.
• Provide administrative support for boards and commissions, processing applications and creating memos.
• Coordinate and manage marijuana and liquor license applications within the Borough.
• Maintain records management system and supply inventory, serving as departmental records custodian.
• Prepare and process all cash receipts, purchase orders, and financial transactions for the department.
• Assist with budget preparation and monitor budget expenditures.
• Serve as department timekeeper and provide procurement support with contracts and grants.
• Prepare complex technical communications and maintain various records and databases.
• Serve as backup Public Information Officer and assist with special projects as assigned.

Requirements

• High school diploma (or equivalent) and two years post-secondary education, or two years of responsible administrative experience.
• Five years of progressively responsible professional administrative experience with knowledge of contract management, office management, bookkeeping, budgeting, and procurement.
• Proficient in operating personal computers, data entry, and using spreadsheet databases; proficiency in MS Word and Excel required.
• Strong communication skills and ability to maintain confidentiality.

Nice-to-haves

• Bachelor's degree in accounting, public administration, business administration, finance or related field preferred.
• Ability to maintain a valid driver's license and meet insurance standards.

Benefits

• Competitive hourly salary of $34.35
• Regular full-time employment
• Potential for professional development opportunities
• Supportive work environment with a focus on community service