Executive Assistant to Assistant City Manager

Job Title

This is advanced and difficult clerical, secretarial and administrative support work. Duties are generally similar to the Administrative Assistant classification except that the scope of responsibility and degree of knowledge required is more complex and advanced. This work involves supervising subordinates and assisting directors in departmental operations. Work is performed under general supervision.

Essential Job Duties

The following duties are normal for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Perform duties of an Executive Assistant nature and participates directly in the work of the individual(s) supported. Secure details of specialized information, coordinate office work and provide information regarding the services and operation of the unit. Function as an office receptionist.
• Directly supervise and evaluate the work activities of clerical support staff. Provide cross training with clerical support positions.
• Keep appointment calendars and schedule appointments. Receive and screen calls and refer callers to other employees. Take notes and minutes of conferences, meetings and functions as required.
• Prepare and approve forms and compose letters. Set up and maintain specialized office files. File letters, reports and related technical information in the prescribed manner. Assemble information for others use. Open, prioritize and process mail.
• Type using PC-based word processing software and processes letters, forms, reports, schedules, manuals, booklets, requisitions, purchase orders and related paperwork. Type information or enter data into computer containing technical terminology. Retrieve data for reports.
• Perform research and retrieval of records. Conduct statistical comparisons of information. Assist in the preparation and maintenance of department records.
• Assist in planning special events, including review permit applications, assist event producers in completed applications, attend meetings, obtain cost estimates from departments, prepare agenda memos, prepare follow up correspondence, ensuring insurance certificates are received and preparing billings for accounts payable.
• Monitor programs and systems.
• Maintain departmental inventory. Order necessary office supplies.
• Assist in budget preparation and monitoring.
• Perform office management functions and coordination.
• Fosters positive employee relations and employee morale on a City-wide basis.

Minimum Qualifications

High School Diploma and five (5) to seven (7) years work experience involving staff assistance and advanced clerical support. Must demonstrate superb typing skills by scoring 45 wpm on a standard typing test. May require a State of Florida Notary Public. Requires demonstrated ability to utilize personal computer and office software such as MS Word, MS Excel and electronic mail. Ability to appraise, define and resolve problems. Ability to work on projects independently. Ability to follow written and verbal directives. Skill at interpersonal relationships. Knowledge of business English, spelling and punctuation, in order to prepare documents and compose letters, etc. Knowledge of municipal practices and procedures. Knowledge of mathematics. Knowledge of the unit and City's policies, procedures, practices and codes (if required). Ability to establish and maintain effective working relationships with employees and the public. Ability to type from Dictaphone (if required) or in taking dictation. Ability to operate a PC, keyboard, computer or mouse. Ability to communicate using speaking, hearing and visual skills. Ability to analyze a variety of administrative problems and to make sound recommendations. Ability to supervise and schedule clerical staff. Ability to manage and prioritize routine, specialized and complex assignments and problems utilizing knowledge acquired through prior education, training, and experience. Ability to communicate effectively in oral and written form. Ability to adapt to an evolving and continually improving environment. The abilities expected of all employees include being able to respond to supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with stated policies, be appropriately groomed and attired so as to present a professional image in accordance with the organization's mission, goals, and policies; report for work promptly and properly prepared at the time and place required by the assignment or orders; notify the appropriate supervisor of intended absences in accordance with stated rules; conform with standards and rules regarding use of accrued time; demonstrate a polite, helpful and courteous manner when engaged in any activity with the public; operate and care for equipment to manufacturer's specifications and/or within the specified parameters; demonstrate an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues.

Supplemental Information

Physical Demands/Work Environment: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel, or operate objects, tools, or controls, and reach with both hands and arms. The employee is occasionally required to walk and stand. The employee must occasionally lift and/or move up to 15 lbs. Specific vision abilities required by this job include close vision and the ability to adjust focus. Ability to sit at a desk and view a display screen for extended periods of time. Ability to enter data at a prescribed rate of speed. Works inside in an office environment. SELECTION GUIDELINES: Formal application, rating of education and experience; oral interview and reference check; job related tests might be required. The job description does not constitute an employment agreement with the employer, and requirements of the job change.