Commission Aide

City Commission Aide

The purpose of this position is to perform high level administrative, legislative, and program execution and support to members of the City Commission in carrying out the duties and activities of the assigned Commissioner, under the general direction of the City Manager or designee. This position is responsible for planning, organizing, and managing the daily operations, events, and meetings of the assigned Elected Official. Employees in this position make independent judgement, utilize discretion, and manage multiple projects while coordinating various stakeholders. Employees in this classification are subject to the terms of an Employment Letter and are considered temporary employees with the City, as they serve for the term of the Elected Official.

The following knowledge, skills, and abilities, as outlined herein, are intended to be representative of the type of tasks performed within this position. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the position if the work is similar, related, or a logical assignment for this description. Other duties may be required and assigned.

Relieves Commissioner of routine details; conducts research; handles phone calls and inquiries from citizens regarding normal business communications, technical information and specific problems; handles and processes all routine correspondence, letters and memos; types appropriate responses.

Manages Elected Officials' budget; prepares and reconciles expenditures for annual budget; escalates identified budgetary issues to appropriate leaders; works with Elected Official to develop proposals for annual budgets.

Processes accounts payables and receivables to the appropriate City Departments; reconciles and processes receipts, invoices and other work requests.

Coordinates travel arrangements for assigned Elected Officials pertaining to meetings, trainings, and conferences; processes all travel expenses reports accordingly.

Processes and ensures completion and approval of all forms related to the Elected Officials including but not limited to any financial reports and other compliance reporting as required.

Arranges and attends meetings with Boards and other government agencies, department directors and staff, residents or other organizations or businesses on behalf of the City Commissioners as required; maintains smooth operations by solving problems and answering questions.

Executes special projects assigned by elected official; provides updates regularly; communicates with stakeholders regarding the projects and initiatives.

Drafts and prepares proclamations, speeches, correspondences, articles, agendas, and any other written reports; conducts research pertaining to proclamations.

Composes, prepares, edits, proofreads a variety of professional, official, confidential, and legal correspondence, reports, memorandums, including but not limited to, agenda packets for meetings, PowerPoint presentations, public notices and legal advertisements, constituent responses, and digital or printed marketing and promotional materials.

Maintains and creates electronic files and records, including when working out of multiple locations; uploads and scans a variety of correspondence, documents, and forms to appropriate electronic filing systems; inventories files in accordance with records retention policies, forwarding designated files to long-term storage; tracks items requiring a response or action from other departments.

Plans, executes, and attends elected official sponsored events, including but not limited to external events, proclamation deliveries, and charitable contribution presentations; responsible for managing the entire event and for engaging proper City staff to ensure success of the event.

Gathers data and correspondence relevant to assigned agenda items; conducts research and provides updates and summaries to prepare elected officials and honored attendees for the meetings as appropriate.

Manages Elected Official's social media accounts, public communications, calendars, email; monitors calendars and regularly reviews, briefs, and reminds Elected Official of their schedules, action items, and commitments.

Coordinates and/or schedules and attends meetings, including during evening hours as necessary; submits electronic documentation and tracking information for issues identified at meetings and received via Elected Official's emails requiring follow up from elected officials and other City leaders.

Participates in a variety of meetings, recording notes, maintaining action registers, completing necessary forms and documents, and drafting or coordinating the creation of promotional flyers, correspondence, and sponsorship requests; coordinates, as appropriate, with external entities including but not limited to Homeowner Associations (HOAs), community partners, and event sponsors.

Provides accurate, thorough, and timely information regarding City activities and events, including those involving the Mayor and City Commission.

Trains and oversees any temporary staff, interns, or volunteers assigned to the Elected Official.

Performs administrative functions for assigned Boards.

Maintains proper communication and interactions with all City personnel, representatives from external organizations, and the public to maintain a positive City image.

Disburses information to the public; meets with citizen groups and other governmental agencies as required; resolves citizen complaints and maintains the Elected Official apprised of all outcomes.

Maintains working knowledge and adheres to all City policies, procedures, protocols, code, rules and regulations.

Researches and prepares grant applications as required.

Works within Commission and City Clerk's offices to ensure coordination of City projects and programs and works with residents and organizations as required.

Performs other duties as assigned.

High school diploma or equivalent from an accredited institution AND Two (2) years of administrative experience and/or experience working in a public governance setting, or closely related experience AND Valid State of Florida's Driver License.

If no applicants meet the minimum qualifications, an equivalent combination of education, training, experience, and preferred qualifications may be considered.

Note: this position serves at the will of the elected official who has hired this Commission Aide. This person serves as long as the elected official desires or until their term expires. All State and City rules must be followed as it pertains to public employees.

May not participate in any political campaign while on city time.

Preferred Qualifications

• Associate's degree in Public Administration, Political Science, Public Policy and Governance, Business Management, or closely related field.

Due to the volume of applications the City receives, every applicant meeting the minimum qualifications cannot be guaranteed an interview. Applicants are selected for an interview based on education and work experience most closely matching the requirements of the position and may undergo additional selection and screening processes which may include an evaluation of training and experience, and written, oral and performance-based testing.

Drug and alcohol testing is conducted based upon City policy, Federal, State and Local requirements. The City of Lauderhill is an E-Verify employer.

Driving Requirements: The ability to drive and operate a personal or City vehicle for extended periods of time, including utilization as field office; and to enter and exit the vehicle various times throughout the day.

Physical Requirements: The ability to exert moderate, though not constant, physical effort, which may involve some combination of climbing, balancing, stooping, kneeling, crouching, crawling, and/or lifting, carrying, pushing, and/or pulling of objects and materials of moderate weight (12-20 pounds).

Motor Coordination: The ability to coordinate eyes, hands, and feet to utilize and operate office tools, equipment, and machinery; and to handle, sort, and organize documentation.

Sensory Requirements: The ability to perceive and differentiate audio and/or visual cues or signals; and to perceive and differentiate depths, and/or textures.

Color Discrimination: The ability to differentiate between colors or shades of color.

Communication: The ability to effectively communicate with City employees, stakeholders, and the general public verbally and in writing to deliver and explain information in a variety of technical and/or professional languages, and to prepare written correspondence, documents, reports, and analyses using proper format, spelling, grammar, and punctuation.

Functional Reasoning: The ability to apply principles of rational systems, such as motivation, incentive, and leadership; to interpret instructions furnished in written, oral diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning: The ability to exercise the judgment, decisiveness, and creativity required in situations involving the evaluation of information against sensory, judgmental, measurable, verifiable, or subjective criteria.

Data Conception: The ability to coordinate, manage, strategize, and or correlate data and/or information; and to exercise discretion in determining actual or probable consequences, and in identifying solutions or alternatives.

Mathematical Aptitude: The ability to add, subtract, multiply, divide, and calculate numbers, decimals, and percentages.

Environmental Factors: Essential functions are performed with varied exposure to adverse environmental conditions (i.e. cold, heat, rain, sunlight, humidity, noise, dirt, odor, fumes, disease, pathogens, and/or traffic hazards).