What are the responsibilities and job description for the Agenda Coordinator position at City of Delray Beach, FL?
Job Description
*Salary can be commensurate with experience*
Veterans' Preference Applies
EEO Statement for application
The City of Delray Beach does not discriminate on the basis of race, color, national origin, sex, religion, age or disability, marital status, family status or sexual orientation in employment or the provision of services.
Non-Smoking
The City of Delray Beach is a Non-Tobacco Workplace. The City will not consider applicants who have used tobacco or nicotine products for a period of at least three months prior to application for employment. The definition of "tobacco or nicotine products" includes but is not limited to, cigarettes, cigars, chewing tobacco, pipes, snuff, e-cigarettes and nicotine patches or gum.
This is a highly technical and detail-oriented position. This position is responsible for coordinating and preparing the agenda for all City Commission meetings. Work is performed under general supervision. Perform related work as required.
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.
- Serves as liaison between the Office of the City Manager, City Attorney and other City departments to ensure timely submission and coordination of City Commission agenda items.
- Prepares agenda items and backup via the paperless agenda software and scanning of documents.
- Provides technical assistance to departments concerning the agenda preparation process.01/29/2020
- Serves as liaison for the Office of the City Clerk for final copies of ordinances, resolutions, contracts, recordings and proclamations.
- Assists with agenda corrections and responses to questions.
- Attends agenda review meetings with the City Manager and Department Heads for review to determine importance and priority of agenda items.
- Ensures that all documents are in proper order and distributes final approved agenda.
- Performs clerical office functions and coordination.
- Fosters positive employee relations and employee morale on a City-wide basis.
Minimum Qualifications
- High School Diploma or GED certificate.
- Minimum five to seven years’ work experience involving staff assistance and advanced clerical support. Must have excellent organizational and communication skills.
- Ability to work independently in a high-pressure environment and maintain tight deadlines.
- 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 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 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 communicate using speaking, hearing and visual skills. Ability to analyze a variety of administrative problems and to make sound recommendations. Ability to manage and prioritize routine, specialized and complex assignments and problems utilizing knowledge acquired through prior education, training, and experience. 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.
A comparable combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position, may be substituted for the minimum qualifications.
Supplemental Information
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 hands and arms. The employee is occasionally required to walk, bend and stand. The employee must occasionally lift and/or move up to 25 lbs. Specific vision abilities required by this job include close vision and the ability to adjust focus. Works inside an office environment.
