Department Executive Assistant
About Department & Position:
Civil Rights Office
The new Civil Rights Office is responsible for supporting department programs and initiatives as it relates to all six of the Strategic Outcomes outlined in Strategic Direction 2023. The Civil Rights Office reports to the Deputy City Manager and will develop and monitor a clear vision for the Civil Rights Office, advance the City’s non-discrimination efforts, and promote outreach, education, and awareness events for both businesses and community stakeholders.
The DEA position will work with all team members of the Civil Rights Office. You will be responsible for general office duties such as checking mail and distributing accordingly, scheduling an executives calendar, but also be tasked with scheduling intakes, receiving inquiries from state agencies, compiling and filing employment case packets, responding to public information requests, and preparing monthly EEOC/FHEO reports.
Duties, Functions and Responsibilities
Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.
1. Monitors City and departmental issues and projects.
2. Handles information requests, forwarding to correct division for responses.
3. Reads incoming letters; memos; submissions; and reports determining their significance to the Director's office.
4. Prepares correspondence, working with other staff within the department to provide input, gathers data, analyzes information and makes recommendations to the Department Director
5. Acts as liaison between departments and divisions on day to day issues.
6. Coordinates events and other activities or projects and works with internal and external customers.
7. Reviews reports submitted by staff members to recommend approval or to suggest changes.
8. Conducts research, compiles data, and prepares papers for consideration and presentation by executives or committees.
9. Attends committee, board or others meetings as needed.
Responsibilities- Supervision and/or Leadership Exercised:
This position does not supervise, but serves as the primary lead, working with other departmental staff to manage the flow of information to and from the Department Director's office and may be asked to train other administrative personnel.
Knowledge, Skills and Abilities:
Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
Knowledge of the functions of the departmental organization to include relationships between departments, divisions and agencies.
Knowledge of the various departments and key contacts required to meet the needs of the Director.
Knowledge of the principles associated with the role of meeting the necessary standards of customer service.
Knowledge of city practice, policy and procedures.
Skill in oral and written communication.
Skill in handling multiple tasks and prioritizing.
Skill in using computers and related software applications.
Skill in data analysis and problem solving.
Skill in planning and organizing.
Ability to exercise discretion in confidential matters.
Ability to work with frequent interruptions and changes in priorities.
Ability to establish and maintain good working relationships with city employees and the public
The DEA position must be a liaison with local, state and federal governmental stakeholders and engage with City officials on behalf of the Civil Rights Officer. The DEA will also be responsible for reviewing City Council agendas and flagging items of interest for Office of Civil Rights.
In this newly created office, the environment is exciting, fast paced and will require someone who is flexible, adaptable and demonstrates a willingness to learn and work with changing priorities.