City of St. Louis Jobs Hiring Now

Salary: $70,044 - $105,066

Position Grade: 216M

Department: Comptroller’s Office

Job Type: Full-Time (Permanent)

Examination Number: EX1694

Location: Downtown - St. Louis, MO

The Executive Assistant II serves as the senior executive administrative and operations manager for the Office of the Comptroller. Working under the general direction of the Comptroller, this position provides executive-level leadership in managing the daily operations of the Executive Office while serving as a trusted advisor and representative of the Comptroller.

This position exercises extensive independent judgment, discretion, diplomacy, and decision-making authority in coordinating executive initiatives, legislative affairs, public relations, intergovernmental communications, and special projects involving City departments, elected officials, governmental agencies, community organizations, and the public. The Executive Assistant II functions as the Executive Office Manager and serves as the principal liaison between the Comptroller, Deputy Comptrollers, senior management, governmental officials, the Board of Estimate and Apportionment, City departments, community stakeholders, and legislative bodies.

Essential Functions and Responsibilities:

Executive Leadership

• Direct and manage the daily operations of the Comptroller's Executive Office.
• Coordinate executive priorities and strategic initiatives on behalf of the Comptroller.
• Serve as Executive Office Manager ensuring efficient workflow and high-quality customer service.
• Recommend improvements to executive office policies, procedures, and operational efficiencies.
• Exercise considerable independent judgment in resolving complex administrative and operational issues.

Supervision

• Supervise the Executive Assistant I and the Board of Estimate and Apportionment Secretary.
• Assign, prioritize, monitor, and evaluate work assignments.
• Provide coaching, mentoring, and performance feedback.
• Ensure continuity of Executive Office operations during staff absences.
• Serve as primary backup for both the Executive Assistant I and the Board of Estimate and Apportionment Secretary.

Legislative Liaison

• Serve as the Comptroller's legislative liaison by:
• Monitoring Board of Aldermen agendas and legislative activity affecting the Office.
• Coordinating legislative responses, research, and briefing materials.
• Working with City departments regarding pending legislation.
• Preparing legislative summaries and recommendations.
• Coordinating requests from elected officials.
• Representing the Comptroller during legislative meetings when appropriate.
• Monitoring legislation affecting finance, auditing, pensions, taxation, procurement, personnel, and municipal operations.
• Conduct research and policy analysis to support executive decisions-making.
• Prepare briefing memoranda and background materials on municipal finance, legislation and public policy.

Executive Representation

• Represent the Comptroller at meetings, committee meetings, conferences, civic functions, neighborhood meetings, and governmental events.
• Attend public meetings when the Comptroller is unavailable.
• Present information on behalf of the Comptroller as directed.
• Serve as liaison with elected officials, community organizations, business leaders, and governmental agencies.
• Maintain positive working relationships with City leadership and outside stakeholders.

Strategic Projects

• Coordinate executive projects involving multiple divisions and departments.
• Work closely with the Deputy Comptrollers to develop and implement strategic initiatives.
• Monitor project progress and ensure deadlines are achieved.
• Prepare executive reports and recommendations.
• Conduct research regarding governmental best practices.

Executive Administration

• Coordinate the Comptroller's executive calendar and long-range scheduling.
• Review competing priorities and recommend scheduling adjustments.
• Prepare executive briefing books for meetings.
• Draft speeches, presentations, resolutions, correspondence, reports, and executive communications.
• Coordinate travel, conferences, and official appearances.

Office Management

• Direct executive office administrative operations.
• Develop office procedures and workflow improvements.
• Coordinate executive records management.
• Ensure proper handling of confidential information.
• Oversee office purchasing and administrative resources.
• Coordinate executive office budget-related administrative functions.

Public Relations

• Research community events and recommend participation opportunities.
• Coordinate public appearances and speaking engagements.
• Serve as liaison with community organizations.
• Draft press releases and public announcements
• Coordinate messaging regarding executive initiatives and policy priorities.
• Assist in developing communications strategy.
• Assist with media inquiries as assigned.

Intergovernmental Relations

• Coordinate communications among City departments, the Mayor's Office, Board of Aldermen, City Counselor, Department of Personnel, Treasurer, Collector of Revenue, License Collector, and outside governmental agencies.
• Facilitate collaborative projects involving multiple governmental entities.

Executive Support

• Prepare confidential executive correspondence.
• Maintain highly confidential personnel, legal, financial, and executive records.
• Perform special assignments requiring discretion and independent judgment.
• Represent the Comptroller’s Office on Selection Committees as assigned by the Comptroller.

Custodian of Records

• Serve as the official Custodian of Records for the Office of the Comptroller.
• Receive, review, coordinate, and respond to all Sunshine Law requests.
• Ensure compliance with statutory deadlines.
• Coordinate collection of responsive records.
• Review records for applicable exemptions and confidentiality.
• Maintain records request logs and related documentation.
• Develop and maintain procedures related to records management and Sunshine Law compliance.

Knowledge, Skills, and Abilities:

• Extensive knowledge of executive office administration and governmental operations.
• Knowledge of municipal government structure and legislative processes.
• Knowledge of Board of Aldermen procedures and governmental protocol.
• Knowledge of executive office management practices.
• Knowledge of public administration principles.
• Exceptional supervisory and leadership abilities.
• Ability to represent the Comptroller professionally before elected officials and the public.
• Ability to exercise diplomacy in politically sensitive situations.
• Ability to independently manage multiple high-profile projects.
• Ability to prepare executive-level reports, speeches, legislative analyses, and presentations.
• Exceptional written and verbal communication skills.
• Strong analytical and strategic planning abilities.
• Ability to build collaborative relationships across departments.
• Ability to maintain the highest degree of confidentiality.
• Advanced proficiency with Microsoft Office Suite, Google Workspace, executive scheduling systems, and electronic records management.
• Environmental Factors: Work is normally performed in an office environment under generally safe and comfortable conditions where exposure to irate individuals poses a very limited risk of injury.
• Physical Requirements: None.
• Sensory Requirements: Requires the ability to recognize and identify individual characteristics of shapes to clearly distinguish objects and sounds to communicate with others. Ability to sustain prolonged visual concentration.

Graduation from an accredited college or university with a bachelor's degree in Public Administration, Business Administration, Political Science, Communications, Government, or a related field; plus five years of progressively responsible executive administrative, executive management support, office management, or governmental administration experience.

Preferences: At least three years of supervisory or lead experience. Experience working with executive leadership, elected officials, legislative bodies, or governmental agencies.

Scoring Components and Their Weights
Experience and Training: 100%
May be Subject to:
Background Investigation: Pass/Fail
Medical Examination: Pass/Fail

Documentation of Academic Credentials must be Submitted Upon Request

When completing the Employment History and the Educational/Training History sections of the Employment Application, please be as thorough as possible when describing your education, training and experience relating to this position. Applicants will only receive credit for their experience, training and education as shown on the application. Resumes will not be accepted as a substitute to a fully completed application. Incomplete applications will not be considered.

Veterans Preference Points

To be eligible for veteran's preference points, the applicant must submit a copy of their DD 214 Certificate of Release or Discharge from Active Duty with the Employment Application or upon request. The Director of Personnel may, in their discretion, accept alternate documentation.

City Residence Preference Points

City residents who pass an examination for a position in the classified service and do not receive any other preference will receive a five (5) point preference on a scale of 100 points on the exam. An additional one (1) point shall be added to the passing score of City residents who receive any other preference on a scale of 100 points. City residents must have resided in the City for at least one (1) year at the time of filing their application to be eligible for the preference points.

Accommodations

If assistance with the job application is necessary based on a physical impairment, mental impairment, or otherwise, they should reach out to the Office on the Disabled with contact information. This office will not disclose any information that an applicant or employee has a disability or has discussed possible accommodations without the applicant's or employee's prior consent.