Administrative Assistant - Executive & Administrative Services

Administrative Assistant

Performs highly responsible administrative and clerical work in support of the Executive Department, Finance, Purchasing, Human Resources, and the City Clerk's Office. This position requires strong organizational skills, confidentiality, independent judgment, and the ability to coordinate across multiple departments. The Administrative Assistant serves as a central point of coordination for administrative operations, executive support functions, records management, website administration, and cross-departmental special projects.

Examples of Essential Functions

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

• Provides direct administrative support to the City Manager, including calendar management, meeting coordination, correspondence preparation, and document drafting.
• Prepares agenda materials, reports, and presentation documents for Council and executive meetings.
• Screens calls and visitors; responds to inquiries with professionalism and discretion.
• Maintains confidential records and files related to personnel and executive matters.
• Assists with special projects and strategic initiatives.
• Updates and maintains budget reports for the Executive Department.
• Facilitates the Art @ City Hall program.
• Assists with recruitment processes (job postings, application tracking, interview scheduling, onboarding paperwork).
• Assists with maintaining personnel files and HR records in compliance with state and federal regulations.
• Coordinates benefits enrollment and assists employees with routine HR inquiries.
• Tracks training records, certifications, and compliance documentation.
• Assists with offboarding processes (equipment return coordination, checklist tracking, separation documentation routing).
• Assists with budget tracking, data entry, and financial reporting support.
• Assists with mailing of W-2 and 1099 forms.
• Assists with distribution of the City's Annual Comprehensive Financial Report (Annual Report).
• Maintains organized financial records in accordance with municipal standards.
• Codes p-card transactions.
• Provides backup support to Finance staff as assigned.
• Assists with bid postings, solicitation documentation, and vendor communications.
• Tracks procurement timelines and maintains purchasing files.
• Ensures documentation complies with procurement policies and audit standards.
• Assists with creating, receiving, and processing Purchase Orders.
• Coordinates vendor documentation and W-9 collection.
• Provides administrative assistance to the City Clerk as assigned.
• Coordinates the preparation and submission of expense reports for the City Clerk and Deputy Clerk.
• Supports Council and committee operations which may include document preparation, materials management, and meeting coordination.
• Administers and maintains funding for the postage meter.
• Assists with records retention compliance and records cleanup initiatives.
• Supports records digitization projects.
• Main point of contact for the City's website management and communicating with the website vendor and City PIO.
• Maintains office equipment (copiers, printers, shared technology) including service coordination and supply management.
• Orders and maintains office supplies inventory.
• Develops and maintains electronic and paper filing systems.
• Supports records management and organization across departments.
• Provides backup support to other administrative staff as needed.

Minimum Qualifications

MINIMUM QUALIFICATIONS: Associate degree in Business Administration, Public Administration, or related field preferred (experience will be considered in lieu of education). Minimum three (3) years of progressively responsible administrative experience. Municipal government experience preferred. Regular in office attendance is required. Candidate is subject to interview(s), medical testing (including drug screening), and a comprehensive background investigation.

Knowledge, Skills and Abilities

In addition to meeting the minimum qualifications listed above, an individual must be able to perform each of the established essential functions in order to perform this job successfully. KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong knowledge of municipal administrative practices.
• Familiarity with HR, payroll, procurement, and basic accounting principles.
• Understanding of public records and records retention requirements.
• High level of discretion and confidentiality.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and financial/HRIS systems.
• Ability to prioritize competing deadlines and work independently.
• Ability to coordinate across multiple departments and stakeholders.

OTHER REQUIREMENTS PHYSICAL REQUIREMENTS: Depending on functional area of assignment, tasks involve the ability to exert light physical effort usually involving some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 20 pounds). Usually involves some climbing, balancing, stooping, kneeling, crouching, crawling, walking or standing. Tasks may involve extended periods of time at a keyboard or workstation and extended periods of time standing and/or walking.

ENVIRONMENTAL REQUIREMENTS: Tasks are regularly performed inside without exposure to adverse environmental conditions (e.g., dirt, cold, rain, fumes).

SENSORY REQUIREMENTS: Tasks require sound and visual perception and discrimination. Tasks require oral communications ability.

EMERGENCY RESPONSE AND ESSENTIAL EMPLOYEE STATEMENT Every City employee has emergency response responsibilities, though not every position will be considered an essential employee during an emergency event. All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions. Preference shall be given to eligible current city employees. All vacancies are open until filled unless otherwise specified. The City of Marco Island is an Equal Opportunity Employer. The City of Marco Island is a drug free and smoke free workplace.