Executive Administrative - Remote

## About the Role The Executive Administrative Assistant is responsible for coordinating and monitoring the day-to-day operations of an assigned department while providing administrative support and general information to department staff and the public. The role includes supervising assigned technical and clerical staff, coordinating administrative functions, managing records and departmental processes, and supporting department operations. This position requires strong organizational, communication, administrative, and problem-solving skills. The role involves working with confidential information, coordinating projects and priorities, supporting budget and purchasing activities, handling travel arrangements, and responding to sensitive inquiries and complaints. ## Key Responsibilities Provide lead supervision over technical and clerical staff. Coordinate and supervise work assignments and monitor day-to-day departmental operations. Direct the work of office support personnel and prioritize assignments. Review completed work for accuracy and completeness. Coordinate administrative personnel functions. Initiate personnel requisitions and assist with coordinating and conducting interviews. Assist supervisors with documentation related to disciplinary actions. Oversee and monitor employee payroll administration. Interpret and respond to inquiries regarding organizational policies, procedures, laws, and regulations. Refer inquiries to the appropriate department or resource when necessary. Assist with preparation of the department budget. Review and monitor departmental expenditures. Audit petty cash expenditures. Process accounts payable. Coordinate purchases of equipment, supplies, and services. Ensure purchasing activities comply with departmental policies and procedures. Research, compile, and analyze data for special projects and reports. Organize and maintain filing systems and departmental records. Coordinate travel arrangements for department staff. Process travel vouchers and travel authorizations. Respond to and resolve difficult or sensitive citizen inquiries and complaints. Schedule and coordinate projects while establishing and managing priorities. Perform other related duties and responsibilities as required. ## Required Qualifications Associate's degree from an accredited college or university. 3 years of increasingly responsible administrative experience. Knowledge of basic accounting principles and practices. Knowledge of municipal budget preparation and administration. Knowledge of personnel administration principles and procedures. Knowledge of purchasing policies and procedures. Knowledge of recordkeeping procedures and practices. Knowledge of modern office procedures, methods, and computer equipment. Knowledge of organizational and public administration principles. Knowledge of applicable city, state, and federal policies and regulations. Knowledge of research and statistical methods. Ability to perform complex administrative office duties using independent judgment and initiative. Ability to schedule and coordinate projects, establish priorities, and adapt to changing priorities. Ability to maintain confidential data and information. Ability to work independently with limited supervision. Ability to communicate clearly and concisely. Ability to operate a computer keyboard and basic computer equipment. Ability to establish and maintain cooperative working relationships with officials, management, employees, and members of the public. ## Preferred Qualifications Valid Class C Texas Driver's License. Ability to provide official transcripts, diplomas, certifications, and licenses when required during employment processing. Relevant employment history that can be verified for qualification purposes. Military service documentation may be used to support the experience requirement where applicable. The source also states that, unless otherwise specified, applicants may substitute 2 years of related full-time experience for 1 year of higher education, or 1 year of related higher education for 2 years of experience, to meet minimum requirements. ## Skills & Competencies Executive and Administrative Support Administrative Operations Office Administration Staff Supervision Personnel Administration Payroll Administration Budget Administration Accounts Payable Purchasing and Procurement Recordkeeping Data Research and Analysis Report Preparation Project Coordination Travel Coordination Policy and Procedure Interpretation Public Administration Accounting Principles Confidential Information Management Customer and Public Service Complaint Resolution Computer Operations Organization and Prioritization Independent Judgment Written and Verbal Communication Cross-Functional Collaboration Problem Solving ## Education & Experience Education: Associate's degree from an accredited college or university. Experience: 3 years of increasingly responsible administrative experience. The source permits certain substitutions between related full-time experience and higher education for meeting minimum qualifications, subject to the stated equivalency rules. ## Work Arrangement & Schedule Location: New York, NY, US Work Arrangement: Listed as Remote Work Hours: 8:00 a.m. – 5:00 p.m., Monday–Friday The source also describes working conditions as primarily office-based, creating a potential inconsistency with the listing's Remote designation. The remote designation and office-environment description are therefore preserved rather than assuming one over the other. ## Compensation & Benefits The source listing does not provide a specific salary range. Benefits described in the listing include: Subsidized healthcare benefits for active and retired employees Paid disability benefits Paid life insurance Automatic participation in a pension program Pension currently matched two-to-one ## Additional Employment Requirements Selected candidates must receive satisfactory results from pre-employment drug testing and background checks. Additional background checks may be conducted when required for the position. Official transcripts, diplomas, certifications, and licenses may be required during employment processing. Employment history may be required for employment verification. Reasonable documentation may be submitted in advance for consideration where applicable.