Job Description

EXECUTIVE ASSISTANT TO THE CITY MANAGER Location Maitland, FL :

PURPOSE OF POSITION This does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change. Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job. PURPOSE OF POSITION

Responsible for performing numerous and diverse administrative functions of a complex nature necessitating research and evaluation relative to the daily operations of the Administrative Office comprised of the City Manager, Assistant City Manager, Public Information Officer, City Clerk, and Deputy City Clerk. All duties are performed with considerable independence, discretion, judgement, and diplomacy under the general supervision of the City Manager or designee. Provides backup support in the absence of the Deputy City Clerk.

This position is considered an emergency/disaster position. During emergency conditions, all City employees are automatically considered emergency service workers. City employees are subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation, which requires that the employee be ready, willing, and able to report to work during emergencies and/or disasters of any kind, notwithstanding any other commitments the employee may have and be able perform emergency services duties, as assigned.

ESSENTIAL JOB FUNCTIONS/OTHER JOB FUNCTIONS

Provides professional administrative and office support to the City Manager and Administrative Office staff in a collaborative manner, enhancing efficiency in daily operations. Work requires confidentiality, discretion, and considerable independence.

Coordinates meetings for the City Manager and Administrative Office staff with other City personnel, various groups, organizations, and committees.

Writes, edits, or coordinates the preparation of emails, agenda items, reports, letters, minutes, or other printed material at the direction of the City Manager or designee.

Coordinates administrative matters; identifies and resolves administrative problems. Performs well while under pressure.

Assists with responses to a wide range of inquiries, complaints, and concerns by coordinating with appropriate departments.

Manages the flow of administrative work, coordinates meetings, schedules appointments and conferences, makes travel arrangements and accommodations, and notifies attendees.

Manages Administrative Office Personnel schedules and calendars. Effectively communicates any updates and changes.

Assists in the preparation, entering, and monitoring of the Administrative Office budget. Performs minor accounting duties for the Administrative Office and Information Technology Department accurately and timely in compliance with policies.

Performs special projects as assigned by the City Manager or designee.

Assists in compiling grant and legislative affairs documents; maintains listing of citywide agreements and expiration dates.

Organizes and maintains the office filing system. Collaborates to develop and implement new filing systems as needed.

Supports other team members by cross-training in related roles and provides back up to other related positions.

Receives incoming verbal or written communication, reviews content, determines importance, and summarizes and/or distributes contents to appropriate staff.

Reviews and routes mail. Maintains mailroom supplies and monitors and replenishes postage funds.

Routinely greets and interacts with the public, internal staff, and elected officials; receives, screens, and routes incoming telephone calls providing prompt and accurate information and assistance as needed/directed.

Conducts city records research as directed by the City Manager or designee. Communicates with residents regarding general inquires.

Collects data and prepares analysis reports as directed by the City Manager or designee.

Responsible for initiating requisitions, processing purchase orders, travel requests and other expenditures; orders and maintains office supplies.

Prepares and processes time sheets; prepares personnel action forms and other related personnel documents.

Attends meetings, workshops and other events as directed by the City Manager or designee.

Serves in a backup role for the Deputy Clerk, which may include providing City Council agenda support, public records requests, meeting preparation, information management, and other related functions.

OTHER JOB FUNCTIONS Provides back up to other related positions. Attend seminars and workshops related to duties and responsibilities. Perform other duties as assigned. Performs all other duties as assigned.

MINIMUM QUALIFICATIONS/SPECIAL REQUIREMENTS

Graduation from an accredited college or university with a Bachelor's Degree in office administration, office management, secretarial science, public administration, or closely related field and five (5+) or more years of experience in a progressively responsible professional position in executive support in a professional office environment, or equivalent combination of education, training, and experience. Considerable knowledge of City regulations, policies, and practices. Proficient in the use of personal computers including Microsoft Office Suite. Preference may be given for Certified Administrative Professionals (CAPs) Certification. Must possess and maintain a valid Florida driver's license. Must be able to obtain State of Florida Notary Public status. Must possess the National Incident Management System (NIMS) IS-700 within 30 days of employment and the ICS-100 within 90 days of employment. There may be additional NIMS courses required. Must possess the Cyber Security Awareness Training for State of Florida Employees within 30 days of employment and maintain it every year thereafter per state statute 282.318(4)(i).

CRITICAL SKILLS/EXPERTISE

Ability to handle routine and non-routine matters while maintaining professionalism, discretion, and strict confidentiality. Excellent verbal and written communication skills to convey information efficiently and effectively. Ability to effectively interact with the public and internal customers. Strong time-management skills with the ability to multitask and be flexible. Demonstrated ability to consistently meet deadlines. Ability to analyze, interpret and carry out assigned projects to their completion. Ability to plan, organize prioritize and coordinate work to meet time commitments. Work requires constant and careful attention to detail, accuracy, and reading and understanding documents and reports. Working knowledge of modern office practices, systems, and procedures. Be resourceful, innovative, and proactive to support the team. Ability to effectively use a personal computer including Microsoft Office Suite (Word, Outlook, PowerPoint and Excel). Proficient computer literacy. Ability to update information in databases, input information with a high degree of speed and accuracy and retrieve data quickly. Knowledge of Florida's public records and open meeting laws. Ability to prepare reports and present ideas clearly and concisely. Ability to work independently, collect and perform data analysis, and make administrative decisions. Ability to establish and maintain effective working relationships across departments, with fellow employees, the public and elected officials. Utilizing diplomacy and tack while retaining confidentiality in all dealings.

Job Tags

Flexible hours,

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