Executive Assistant - PD (Finance)
· Prepare Requests for quotes and proposals for building projects and/or recurring maintenance.
· Building Maintenance - Coordinate with repair and maintenance vendors to ensure readiness of the department critical systems.
· Prepare invoices, reports, memos, letters, financial statements and other documents (may include payroll, leave requests, etc.), using word processing, spreadsheet, database, or presentation software.
· Conduct research, compile data, and prepare papers for consideration and presentation by others to committees, and city council.
· Attend meetings as needed to represent the Department and/or record minutes.
· Greet visitors and determine whether they should be given access to specific individuals.
· Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
· Make travel arrangements for personnel as needed.
· Prepare responses to correspondence containing routine inquiries.
· Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, boards and other meetings.
· Coordinate and direct department contracts and services, such as records, departmental/division budget's, and housekeeping.
· Provide administrative support to department/divisions.
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