What are the responsibilities and job description for the City Council Assistant position at City of Boca Raton?
JOB
Provides essential administrative support and assistance to City Council members, including the Mayor. Demonstrates a capacity to navigate interpersonal dynamics adeptly in a role that demands the ability to work cooperatively to meet the expectations of the City Council members served. The role requires a knowledge of City services and a proficiency in functions of the City Manager’s Office to handle a broad spectrum of professional-level administrative tasks. These tasks often involve sensitive fiscal, political, and City-wide operational issues. While the work provides direct service fulfilling the administrative needs of the City Council members and Mayor, this position receives operational direction and routine management from the Executive Office Manager. Reports to: Deputy City Manager as the City Manager's designee with direction provided by the City Council as specifically authorized by the Delegation of Authority, dated May 14, 2024, issued by the City Manager (which may be amended from time to time as noted therein).
EXAMPLE OF DUTIES
The following functions of the position are directed by the City Council (pursuant to the referenced Delegation memorandum), but subject to the supervision by the Deputy City Manager as designated by the City Manager: Establishes a professional relationship with City Council Members to facilitate ongoing communication on matters of concern to individual Council Members.Greets visitors. Takes and screens telephone calls and mail (both written and electronic) directed to the Mayor and members of City Council. Coordinates calendar appointments, meetings, and special events for the Mayor and City Council, including all event details, and coordinates Members’ City and personal calendar events and schedules.Reviews Council Members’ City and personal calendars daily for scheduling conflicts and resolves in consultation with City Council Members.Provides daily schedule reminders to City Council Members in the format requested by the Members.Provides an upcoming weekly schedule review with City Council Members. Assists Council Members with the filing of required County and State reports and forms within established deadlines.Maintains relationships with outside agencies and organizations that routinely request Council Members’ presence at events and functions in order to facilitate scheduling.Maintains a thorough grasp of the details of events and functions to assist Council Members with preparation and participation.Drafts and composes correspondence for City Council.Makes travel arrangements for the City Council Members, including making reservations, coordinating transportation, and managing the entire City travel request process for reimbursement.Keeps City Council Members informed of progress of travel arrangements, problems, and resolutions.Works to support the Mayor and City Council at an administrative professional level, taking direction from the Executive Office Manager on office standards, procedures, schedules, and city operational matters. Reviews Council Members’ incoming emails to determine appropriate response; independently responds to emails, letters, and general correspondence of a routine nature; routes other correspondence appropriately.Compiles data and prepares reports and special documents as assigned.Gives information to the public or directs requests to appropriate person.Handles a variety of routine administrative or technical assignments.Composes and prepares letters, memoranda, reports, presentations, and other documents independently from brief instructions in conformance with policies.Sets up and maintains filing systems and office procedures. Types reports and statements; keeps confidential files.
SUPPLEMENTAL INFORMATION
High School Diploma or GED equivalentFive (5) years administrative experience with progressive responsibility in an office setting in support of upper management. With specific experience in records or documentation management, communication, and executive support.Possession of a valid State of Florida Class ‘E’ driver’s licensePREFERRED QUALIFICATIONS: An associate degree from an accredited college or university or equivalent amount of college level coursework in public administration, business administration, communications, or related field.Experience in facilitating and coordinating executive and/or public meetings to include proper notification, managing attendance tracking, facilitation of meeting logistics to include set up and catering, meeting agenda compilation and minute taking. Current Professional Administrative Certificate of Excellence (PACE) or Certified Administrative Professional (CAP) as verified through the International Association of Administrative Professionals (IAAP)Prior experience working for a government agencyPOST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS: Final offer and employment are contingent upon successful completion of the following post-offer, pre-employment screening items: Criminal Background CheckEmployment VerificationMotor Vehicles Report (MVR) Check
Provides essential administrative support and assistance to City Council members, including the Mayor. Demonstrates a capacity to navigate interpersonal dynamics adeptly in a role that demands the ability to work cooperatively to meet the expectations of the City Council members served. The role requires a knowledge of City services and a proficiency in functions of the City Manager’s Office to handle a broad spectrum of professional-level administrative tasks. These tasks often involve sensitive fiscal, political, and City-wide operational issues. While the work provides direct service fulfilling the administrative needs of the City Council members and Mayor, this position receives operational direction and routine management from the Executive Office Manager. Reports to: Deputy City Manager as the City Manager's designee with direction provided by the City Council as specifically authorized by the Delegation of Authority, dated May 14, 2024, issued by the City Manager (which may be amended from time to time as noted therein).
EXAMPLE OF DUTIES
The following functions of the position are directed by the City Council (pursuant to the referenced Delegation memorandum), but subject to the supervision by the Deputy City Manager as designated by the City Manager: Establishes a professional relationship with City Council Members to facilitate ongoing communication on matters of concern to individual Council Members.Greets visitors. Takes and screens telephone calls and mail (both written and electronic) directed to the Mayor and members of City Council. Coordinates calendar appointments, meetings, and special events for the Mayor and City Council, including all event details, and coordinates Members’ City and personal calendar events and schedules.Reviews Council Members’ City and personal calendars daily for scheduling conflicts and resolves in consultation with City Council Members.Provides daily schedule reminders to City Council Members in the format requested by the Members.Provides an upcoming weekly schedule review with City Council Members. Assists Council Members with the filing of required County and State reports and forms within established deadlines.Maintains relationships with outside agencies and organizations that routinely request Council Members’ presence at events and functions in order to facilitate scheduling.Maintains a thorough grasp of the details of events and functions to assist Council Members with preparation and participation.Drafts and composes correspondence for City Council.Makes travel arrangements for the City Council Members, including making reservations, coordinating transportation, and managing the entire City travel request process for reimbursement.Keeps City Council Members informed of progress of travel arrangements, problems, and resolutions.Works to support the Mayor and City Council at an administrative professional level, taking direction from the Executive Office Manager on office standards, procedures, schedules, and city operational matters. Reviews Council Members’ incoming emails to determine appropriate response; independently responds to emails, letters, and general correspondence of a routine nature; routes other correspondence appropriately.Compiles data and prepares reports and special documents as assigned.Gives information to the public or directs requests to appropriate person.Handles a variety of routine administrative or technical assignments.Composes and prepares letters, memoranda, reports, presentations, and other documents independently from brief instructions in conformance with policies.Sets up and maintains filing systems and office procedures. Types reports and statements; keeps confidential files.
SUPPLEMENTAL INFORMATION
High School Diploma or GED equivalentFive (5) years administrative experience with progressive responsibility in an office setting in support of upper management. With specific experience in records or documentation management, communication, and executive support.Possession of a valid State of Florida Class ‘E’ driver’s licensePREFERRED QUALIFICATIONS: An associate degree from an accredited college or university or equivalent amount of college level coursework in public administration, business administration, communications, or related field.Experience in facilitating and coordinating executive and/or public meetings to include proper notification, managing attendance tracking, facilitation of meeting logistics to include set up and catering, meeting agenda compilation and minute taking. Current Professional Administrative Certificate of Excellence (PACE) or Certified Administrative Professional (CAP) as verified through the International Association of Administrative Professionals (IAAP)Prior experience working for a government agencyPOST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS: Final offer and employment are contingent upon successful completion of the following post-offer, pre-employment screening items: Criminal Background CheckEmployment VerificationMotor Vehicles Report (MVR) Check
