Salary : $54,910.00 – $68,638.00 Annually
Location : Downtown Dallas, TX
Job Type: Full-time
Job Number: 24002-PNV
Department: Planning & Urban Design
* Org (REQUIRED): 1598 Planning and Urban Design
Opening Date: 06/30/2023
Closing Date: 7/8/2023 11:59 PM Central
Position Purpose
The Executive Assistant provides extensive administrative support to executives and department heads. Performs research, report writing, coordination of tasks and schedules, making various executive arrangements, and assisting other administrative projects to ensure effective division operations.
The Planning & Urban Design Department is seeking an Executive Assistant to provide extensive professional support and assistance to executive-level staff including the department Director. This position will perform research on assigned subjects, coordinate projects, prepare executive-level reports, organize and execute the complex scheduling of meetings and calendars, facilitate travel arrangements for executive staff and assist with administrative projects to ensure effective department operations. The ideal candidate for this role will be a self-starter who enjoys collaborating across teams and divisions to ensure deadlines are met and work products meet the necessary standards.
Essential Functions
1 Provides professional support and assistance for executive staff; organizes and schedules meetings, maintains calendar, prepares important documents, coordinates time and deadline logistics, answers phones, and provides exceptional administrative support.
2 Assists, supports, and participates in the hiring and personnel management processes; initiates requisitions, provides correct forms, participates in interviews, and supports personnel actions; provides training and professional development opportunities as requested.
3 Performs secretarial and clerical duties to support a manager or group of managers; answers telephone, takes messages, and schedules appointments.
4 Provides interpretation of processes, procedures, and policies; directs staff and answers questions regarding rules, regulations or policies.
5 Conducts research on assigned subjects, secures materials for use in preparation of reports, composes correspondence and speeches, writes reports, and obtains various documents upon request to assist management.
6 Participates in the creation of agenda items for specific department; notices staff of deadlines and ensures appropriate documents have been uploaded; ensures agenda briefing binders are ready for staff.
7 Participates in the budget process and reviews expenditures to ensure expenses remain within budgeted limits; serves as a travel coordinator and manages all logistics.
8 Performs any and all other work as needed or assigned.
Minimum Qualifications
EDUCATION:
- Bachelor’s degree in a business/public administration or social science field.
EXPERIENCE:
- Three (3) years of experience providing management/executive-level support involving research/investigation of public policy issues, project management, budget development/analysis, citizen/customer service response/ complaint resolution, or program development/implementation.
EQUIVALENCIES:
- High school diploma or GED plus seven (7) years of the required experience will meet the education and experience requirements
- Associate degree in any field plus five (5) years of the required experience will meet the education and experience requirements
- Bachelor’s degree (or higher) in a non-specified field plus five (5) years of the required experience will meet the education and experience requirements
- Master’s degree (or higher) in a specified field plus one (1) year of the required experience will meet the education and experience requirements
Supplemental Information
1 Knowledge of correct grammar, spelling, and punctuation.
2 Knowledge of public administration.
3 Knowledge of the City’s payroll, accounting, or purchasing procedures
4 Ability to use office machines including, copier, fax machine.
5 Ability to coordinate meetings, travel, and detailed schedules.
6 Ability to write, clear and accurate reports.
7 Ability to deal tactfully and courteously with the public and other city employees.
8 Ability to handle difficult and unusual situations.
9 Ability to analyze information and develop sound conclusions.
10 Communicating effectively verbally and in writing.
11 Establishing and maintaining strong working relationships.
The salary listed on this job posting is the starting salary range; amount offered will depend upon qualifications.
For evaluation purposes, acceptable qualifying experience for all positions must have been in a paid capacity unless noted otherwise in the minimum qualifications for the posted position.
Additionally, 30+ hours per week will be counted as full-time employment and will receive full credit for the amount of time employed. A minimum of 15 through 29 work hours per week will be counted as part-time employment and will receive half credit for the amount of time employed.
To view the employee benefits offered by the City of Dallas
01
In the questions that follow, you will be asked about your education, work history and/or current certifications and licenses. Answers given in this supplemental questionnaire must be able to be verified with the information provided in the Education, Work History and/or Certificates and Licenses sections of your application.Information submitted on attached documents (resumes, cover letters, etc.) WILL NOT be used to determine eligibility for this position.If you have NOT completed the application requirements, please return to the application and complete the appropriate section(s) before submitting.
- I have read and understand the above statement
02
This job posting is ONLY for applicants interested in employment as an Executive Assistant in the Planning and Urban Design Department.
- I have read and understand the above statement
03
Please select the choice below which represents your highest level of education completed.
- High school diploma or GED
- Associate degree in any field
- Bachelor’s degree in a business, public administration, or social science field
- Bachelor’s degree (or higher) in any field other than those stated above
- Master’s degree (or higher) in a business, public administration, or social science field
- None of the above
04
What is your level of experience providing management/executive-level support involving research/investigation of public policy issues, project management, budget development/analysis, citizen/customer service response/ complaint resolution, or program development/implementation ?
- None
- Less than one year
- One year to less than two years
- Two years to less than three years
- Three years to less than four years
- Four years to less than five years
- Five years to less than six years
- Six years to less than seven years
- Seven years or more
05
How many years of experience do you have providing professional, director-level (or above) executive support?
- None
- Less than one year
- One year to less than two years
- Two years to less than three years
- Three years to less than four years
- Four years or more
Required Question