Scheduling Assistant - City Council Office

Admin Secretary - Cc Office

The City of Wichita is not an E-verify Employer. This position is responsible for scheduling appointments for City Council members with City staff, citizens, and community groups. This position will also schedule and coordinate speech requests and special event appearances for Council Members. Duties include preparing a detailed, accurate, and timely calendar for each Council Member. It will require coordinating multiple calendars, notifying participants, and requesting and obtaining background and support information as necessary. The position is also responsible for arranging all domestic and international travel for the Mayor and Council Members, including but not limited to scheduling flights, booking hotels, and completing all necessary accounting paperwork. The Scheduler will serve as back-up to the Receptionist and is responsible for answering phone calls, handling walk-in customers, and responding to electronic requests for information. Workdays and hours are Monday to Friday, 8 : 00am to 5 : 00pm. Bargaining unit : Employees Council. Posting may close at any time.

Examples of work performed include receiving and managing requests for appearances for City Council Members for internal and external meetings and events, coordinating calendars with the requestor and the Council Members to accept / deny appearance requests, and placing meetings and events on the calendar for the Council Members, which include very detailed information on date, time, location (including maps), and contact information for each meeting. Other duties include securing and communicating very detailed background information on the meeting / event, tracking and submitting RSVP information for each Council Member by the event deadline, promptly making any necessary updates to calendars based on information received, such as location or time changes for events and meetings, including cancellations, and notifying the Council Members in a timely manner, providing daily, weekly, and monthly review of the calendars for updates, needed information, and reschedules, reviewing and submitting meeting and event information regularly to the Communications Team for media notification in accordance with Kansas Open Meetings Act, ensuring travel plans requiring City Council approval are provided to the City Clerk's Office for placement on the City Council agenda, working with Council Members to develop a yearly travel calendar in anticipation of travel requests, registering Council Members for conferences and events, and booking vehicle and / or airline transportation and hotels as needed. The position also prepares Council travel paperwork to initiate and close-out travel expenses, tracks City Council travel expenses, prepares correspondence as necessary, works closely with the Accounting Department to ensure accuracy of travel paperwork, and serves as back-up to the Receptionist as necessary answering phone calls, handling walk-in traffic, and responding to electronic requests for information.

Requirements of work include above average computer skills with a working knowledge of Microsoft Office products, particularly Outlook and Excel, excellent customer service skills and a desire to serve citizens, as well as internal customers, strong verbal and written communication skills, ability to develop effective working relationships with City Council Members, City staff, and citizens, ability to work independently with little to no direction, as well as be able to prioritize, multi-task, and calmly handle stressful situations, meticulousness with a high regard for detail with respect to scheduling meetings and appointments, providing information for Council Members, as well as completing travel arrangements and paperwork, willingness to assist the Receptionist with handling telephone calls, in-person citizen requests, and electronic requests for information, and ability to acquire and maintain a valid Kansas Driver's license. An employee shall not pose a direct threat to the health and safety of other individuals in the workplace.

Required experience and training include three (3) years of experience performing administrative or executive-level scheduling duties, including managing multiple calendars, coordinating meetings and events, communicating scheduling updates to multiple parties, and arranging domestic and international travel, including booking flights, hotels, and ground transportation, completing travel authorization forms, and reconciling post-travel expense reports, one (1) year of experience providing direct customer service, which includes answering and routing telephone calls, greeting and assisting walk-in visitors, and responding to requests received by email or other electronic systems, must be legally authorized to work in the United States without the need of a sponsorship, and attainment of passing scores on pre-employment tests. Preferred experience and training include one (1) year of experience supporting elected officials, executive leadership, or senior administrators in a public or governmental organization.