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15 May 2023

Full-Time Administrative or Executive Assistant

City of Oshkosh, WI – Posted by OshkoshHR2020 Oshkosh, Wisconsin, United States

Job Description

The City of Oshkosh is accepting applications for an Administrative or Executive Assistant, depending on qualifications, to support the City Manager, Assistant City Manager and City Council. This role will facilitate organizational efficiency, maintain sensitive records, manage the population of City Boards and Committees, and coordinate the City Manager’s Office functions.

Specific duties for both levels may include:

  • Maintaining a listing of members and term dates for City Boards and Committees;
  • Maintaining schedules and sensitive records;
  • Supporting strategic and business planning activities;
  • Screening incoming phone calls, inquiries, visitors and correspondence for the City Manager, Mayor and City Council, and routing appropriately;
  • Coordinating daily department processes and functions such as correspondence, purchase orders, invoices and payroll.

Qualifications

Administrative Assistant:

  • Associate’s Degree from an Administrative Professional or other related program; Bachelor’s Degree is preferred
  • Three to five years of related experience.
  • Knowledge, Skills and Abilities:
    • Good interpersonal skills, be team oriented and be able to establish and maintain effective working relationships with co-workers, other city employees, supervisors and the public.
    • Skill at meeting deadlines, managing multiple priorities and effectively resolving interpersonal relations.
    • Ability to exercise tact and diplomacy in dealing with sensitive, complex and confidential personnel issues and employee situations.
    • Knowledge of standard office procedures and excellent verbal and written communication skills.

The dynamic nature of the Executive Assistant role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the City Manager’s needs. This role serves as the eyes and ears for the City Manager, connecting organizations, projects, and critical business information to the City Manager, ensuring meetings and materials are efficient and effective and serves as a trusted partner in delivering on the priorities of the organization.  The Executive Assistant must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the City Council, Boards and Commissions, Department Heads, and members of the public. To perform this job successfully, the individual is expected to handle highly sensitive and confidential information while exercising professionalism and discretion.  An Executive Assistant will also be expected to manage the Common Council agendas process, lead projects, provide analytical support, make recommendations, and undertake high-level problem-solving of complex problems.

 Executive Assistant:

  • Bachelor’s Degree in a related field;
  • Minimum of three to five years of increasingly responsible experience.
  • Knowledge, Skills and Abilities:
    • Possess in-depth knowledge of the organization
    • Exceptional attention to detail
    • Strong skill in time management
    • Possess excellent interpersonal skills, be team oriented and be able to establish and maintain effective working relationships with co-workers, other city employees, supervisors and the public.
    • Skill at meeting deadlines, managing multiple priorities and effectively resolving interpersonal relations.
    • Excellent verbal and written communication skills.
    • Basic computer and office equipment skills
    • Ability to conduct research and create reports or presentations
    • Ability to learn quickly
    • Ability to handle sensitive information with discretion
    • Ability to work in a fast-paced environment
    • Ability to compose letters and proclamations.
    • Ability to type and transcribe dictation
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How to Apply

Please visit the City of Oshkosh website (www.ci.oshkosh.wi.us) for a full description of the position and benefits and to complete an online application. The City of Oshkosh is an equal opportunity employer committed to diversity in the workplace.

Job Categories: Equal Opportunities. Job Types: Full-Time. Salaries: 40,000 - 60,000.

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