Job description
Position Title:
Job Posting Closing Date:
05/23
The Provo City Municipal Council is looking for an Executive Office Assistant to coordinate various functions and programs in support of the Council Office. Qualified, civic-minded individuals interested in supporting the services provided to Provo residents by performing the duties described herein are strongly encouraged to apply.
Provo City offers competitive pay; paid leaves, including vacation, sick, holidays, bereavement, and parental leaves; generous employer-paid health insurance; retirement and pension plans; free use of the Provo Recreation Center, Peaks Ice Arena, and City Library; among many other great benefits.
Job Description
Pay Rate: (G25) $21.87 - $30.15 per hour (depending upon qualifications)
Job Summary
This is an executive assistant position for the Provo City Municipal Council with responsibility to coordinate various functions and programs in support of the Council Office. Qualified, civic-minded individuals interested in supporting the services provided to Provo residents are strongly encouraged to apply.
This position offers competitive pay; paid vacation, sick, holiday, and parental leaves; employer-paid health insurance; retirement and pension plans; a 4/10 work schedule; and free use of the Provo Recreation Center, Ice Arena, and Library, among many other great benefits.
Job Description
ESSENTIAL DUTIES
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Taking and preparing meeting minutes for Council work meetings, and other meetings as assigned
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Assist in coordinating and administering council and other public meetings, including the use of onsite and virtual technology to record and broadcast meetings
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Prepare and proofread documents, press releases, and correspondence
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Enter, organize, and retrieve data in several different formats
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Prepare and maintain appointment schedules, including annual council schedule and shared calendars for council staff and council members
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Organize, prioritize, and coordinate office materials into usable formats for management’s review, analysis, and release
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Assist in preparing and monitoring office budgets
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Perform bookkeeping and general accounting work including oversight of accounts payable/invoices and purchase orders for council office functions
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Oversee ordering and procurement of office supplies.
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Design, implement, and monitor recordkeeping, filing, and reporting systems including proper receipt and documentation of incoming work, information requests, and correspondence
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Respond to all Government Records Access and Management Act (GRAMA) requests from the City Recorder
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Manage physical and digital document archives according to Utah state retention schedule
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Ensure meeting records and noticing procedures for public meetings are created and maintained in accordance with the Utah Open and Public Meetings Act (OPMA) and prepare and publish notices according to applicable state codes for items including land use, annexations, appropriations, and property tax increases and that public meeting agendas are published to the various websites and repositories used by the City of Provo
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Act as a liaison between the Council, public, and other parties on subjects such as the legislative process, scheduling, and policies.
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Assist in overseeing office workflow by scheduling work and maintaining department policy and procedures
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Monitor and maintain department employee and timekeeping records
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Train and evaluate secretarial/clerical and other staff as necessary
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Process approved legislation through final disposition and online code publishing.
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Provide administrative support to the Provo City Neighborhood Program Coordinator to facilitate an information exchange between Neighborhood District Chairs and the Council Office including Council agendas, attend neighborhood meetings, tracking neighborhood matching grants, and coordinating events
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Coordinate payment of vendors and facilitate reimbursement for activities related to matching grants
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Assist other staff members as needed and perform other related duties as required
MINIMUM REQUIREMENTS
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High School Diploma or equivalent and 4 years of responsible secretarial experience, including the use of automated office equipment, computers, software, and spreadsheets
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OR an equivalent combination of education and/or experience [substituting each 1 year of post-secondary education/training for 6 months of experience].
Full Time/Part Time:
Position Type:
Scheduled Hours:
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