Jacksonville City Council Legislative Assistant I

The Jacksonville City Council is actively seeking a Legislative Assistant I.

This position is appointed by the Director/Council Secretary (Chapter 11, Jacksonville Ordinance Code) and is assigned to the Legislative Services Division. Works under the direct supervision of the Chief of Legislative Services, Assistant Chief of Legislative Services, and/or Legislative Services Manager depending on assignment.   Work involves maintaining official records of the Jacksonville City Council and related work.  Work involves the preparation of public notices and agendas for City Council and Committee Meetings, as well as setting up meeting places and providing administrative support at meetings.  Duties require attendance at meetings outside regular working hours and may require attendance at meetings held away from the assigned work location. Must have ability to use modern computer equipment and software applications used in the legislative process.  Routine work is performed primarily in an office environment.

• Operates the legislative software during meetings to record meetings, tag agenda items, open ballots in legislative software for members to vote, announce vote results, and manage speaker que system.
• Provides support for Council & Committee Meetings, including preparing agendas, adding motions to MediaManager, bringing any necessary handouts, setting up meeting rooms, tracking Committee actions.
• Drafts and sends out communications to internal and external customers, including appointment letters to Appointees for Rules Committee meetings.
• Using professional customer service skills, responds to inquiries and provides information relating to legislative matters, issues, and records, including public records requests, made by fellow staff members, other employees of the City, and the public via email, telephone, and/or in person. Requests can include meeting times, location of meeting videos, location of meeting agendas, copies of any legislation, and certified copies of passed legislation.
• Scans records and other documents for the public to have access to them. Ensure that records have clean scans and that all pages are scanned. Inspect each page and ensure that each scanned page can be easily read. Also, immediately scans passed legislation for the public to view.
• After the Committee Meeting, ensure that short titles are updated with Committee actions, that bills are properly reassigned to the next Committee/Council meeting, that the Final Agenda is created, and that Master Reports and Ballots are properly filed. Ensure that all meeting materials are posted for access by the public on Legislative Gateway
• Creates Final Agenda/minutes, update short titles Prep Committee Indexing, and required emails and Publishing to Insite.
• Creates copies of new bills for various departments: Mayor, Auditors, OGC, CFO, File, additional copy. Distribute accordingly. Prepares new file for new legislation.
• Provides support for standing committees, special committees, and council meetings including setting up and breaking down atrium and meeting spaces, operating voting machine, taking notes on committee actions.    
• Prints and distributes marked council agenda copies to council members in mailboxes, print marked committee agendas and distributes accordingly.
• Organizes and prepares miscellaneous communications documents for council meetings as communications comes in.
• Retrieves all committee/special committee indexing and records documents on excel spreadsheet. Places in appropriate folders/binders.
• Accepts new legislation & amendments; reviews and confirms all documents necessary are attached.
• Prepares framed parchments for Council presentations & for Council Members.
• Assist with Legislative Services – Value Adjustment Board as assigned. 
• Performs related work as required.

• Knowledge of administrative practices, methods, and procedures relating to administrative support areas.
• Knowledge of Consolidated government operation and laws, regulations, and policies of the City Council and Value Adjustment Board.
• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers. 
• Must possess strong attention to detail, ability to multitask and learn new technology.
• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.
• Ability to research and compile data, and to prepare written reports and correspondence.
• Ability to interpret laws, rules, regulations, policies, for the purpose of answering inquiries, resolving complaints, and to resolve work related problems.
• Ability to provide positive customer service to continue and enhance that attitude throughout the division, thereby demonstrating their acknowledgment that the customer comes first.  
• Knowledge of and hands-on ability to use computer equipment and applicable software, used in the VAB process, including considerable knowledge of document, spreadsheet, database, presentation, and internet search programs.  
• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers.
• Maintain a high level of professionalism.

• A degree from an accredited college or university in business administration, public administration, political science, or related fields OR
• A two-year combination of education, training, and experience in administrative work or related area, which includes at least one year of administrative support experience. 

A FULLY COMPLETED ONLINE APPLICATION IS REQUIRED. Apply at www.jacksonville.gov.    A resume is required with your application.  Work history is required for all employment/volunteer work in which qualifications are being based. When meeting/basing qualifications on education, a copy of your college transcript, with your social blacked out, is required with your application.  Transcripts do not need to be official, but must state your name, the school’s name, classes taken, grades received, type of degree, and date degree was conferred.   
 
The application system works best with Google Chrome or Edge with Chromium web browsers.  Please try to apply using one of these browsers.  To ensure you receive email notifications, be sure to make “info@governmentjobs.com” a trusted sender.   You may also track the status of your application and see notifications by logging into your account. 
 
Certain servicemembers and veterans, and the spouses and the family members of such service members and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements, in employment and are encouraged to apply for positions being filled.
 
If claiming veteran's preference, you must attach a DD-214 (Member Form-4 copy) or military discharge papers, or equivalent certification from the Department of Veterans Affairs listing military status, dates of service and character of discharge.  You must also attach the Veterans Preference Certification Form and if applicable, the additional forms as noted here:  http://www.coj.net/departments/employee-services/veterans-preference
 
If a candidate believes he or she was not afforded veteran’s preference, he or she may file a written complaint, within 60 calendar days upon receipt of notification of the hiring decision, requesting an investigation to:
 
Florida Department of Veterans Affairs
Attention:  Veterans’ Preference Coordinator
11351 Ulmerton Road, Suite 311-K
Largo, FL  33778-1630
Email: VeteransPreference@fdva.state.fl.us

Salary : $44,000 - $52,000