GENERAL DESCRIPTION

This position is responsible for complex executive level administrative work to include managing complex schedules, sensitive/high profile information, budgetary and financial reports, special projects, and calls/communications for senior level executive positions within the City. Functions as liaison between executive and other internal and external constituents, elected officials, stakeholders, and the public. Provides high-level administrative support to ensure executive-level efficiency and accuracy. This position is managed by the assigned City executive. City executives served: Mayor, City Administrator, Police Chief, Fire Chief

ESSENTIAL JOB FUNCTIONS

The following essential functions represent the primary duties of this position but should not be considered an all-inclusive list of responsibilities. Other duties may be required and assigned.

• Responsible for the general office management of the assigned executive office.
• Represents executive when screening calls/emails and responding to inquiries from elected officials, government agencies, staff members, and the general public.
• Receives and evaluates sensitive/high-profile issues, files, and reports, and provides recommendations to supervisor on next steps based on established policies and procedures.
• Coordinates special projects, events, and completes special assignments, often involving sensitive/confidential information or coordination with outside organizations/agencies.
• Develops draft department budget(s) for review by executive and monitors department expenses throughout the year.
• Maintains executive's calendar, to include scheduling appointments and meetings to ensure efficiency and priority.
• Performs executive level administrative duties to include preparing staff reports and documents for City Council meetings/workshops, taking meeting notes during executive level meetings, maintaining executive files and records, composing letters of correspondence, drafting responses to inquiries, etc.
• Responsible for analyzing documents and conducting research on highly sensitive subject matter and providing summaries of data along with recommendations to the executive.
• Monitors media, communications, public comments, and other public information to identify and recommend solutions to high-profile issues or incidents.
• Coordinates executive's travel arrangements, travel requests, and reimbursement forms.
• Prepares purchase requisitions, reimbursement forms, and invoices received for review and approval by the executive.
• Develops and prepares a variety of public information material to include media/press releases, social media posts, community newsletters/blogs, etc.
• Performs function of payroll custodian for assigned department, to review staff timesheets and resolve timesheet issues.

Knowledge, Skills, and Abilities

• Knowledge of City and department policies, procedures, and operations.
• Knowledge of public administration operations and practices.
• Knowledge of standard word processing formats to include letters, memorandum, press releases, and reports.
• Knowledge of timekeeping processes and policies, including Paid Time Off (PTO), Worker's Compensation, Family Medical Leave Act, etc.
• Knowledge of basic math principles and budgeting.
• Skilled in the operation of office equipment to include computers, network phones, copiers, and fax machines.
• Skilled in the operation of office software to include Microsoft Office, virtual meeting software, enterprise/database software, etc.
• Skilled in time management, multitasking, organization, thoroughness, and accuracy.
• Skilled in interpersonal communication to ensure effective communication is provided on all interactions.
• Ability to work independently with initiative and focus.
• Ability to read, analyze, summarize, and/or prepare a variety of reports including government regulations, City resolutions and ordinances, budgets, technical procedures/reports, and policies.
• Ability to exercise good judgement in the prioritization of work/appointments, time management, and organization.
• Ability to handle interactions with the public with courtesy and good judgement.
• Ability to identify problems and provide recommended solutions.
• Ability to work through tense and difficult situations surrounding public discourse/issues with tact and professionalism.

MINIMUM QUALIFICATIONS

• High School Diploma or equivalent
• Five (5) years of progressive experience in administrative work.
• Valid Florida driver's license.

An equivalent combination of education and experience may be considered, provided that the education and experience is in a relevant and related field.

PREFERRED QUALIFICATIONS

• Associate's degree in public administration, business, or related field.
• Notary Public certification
• Prior government experience
• Budgeting and payroll experience

JOB LOCATION

Various facilities based on assigned department.

ADDITIONAL POSITION INFORMATION

• Physical Requirements: Prolonged sitting at a desk and working on a computer, standing, walking, bending, climbing, crawling, stooping, pushing/pulling up to 50 lbs., and lifting up to 50 lbs.
• Environmental Conditions: Exposure to bright or dim lights and extreme weather/temperature.
• Sensory Requirements: Some tasks may require the ability to perceive and discriminate sounds, colors, odor, taste, depth, texture, and visual. Some tasks require the ability to communicate orally.