What are the responsibilities and job description for the EXECUTIVE ASSISTANT TO THE CITY CLERK position at City of New Smyrna Beach?
*** This is a temporary job and does not include benefits***
Please submit an application at www.cityofnsb.com/jobs
JOB SUMMARY
The City Clerk’s Office is seeking a highly organized and detail-oriented Executive Assistant to provide administrative support on a temporary basis for two to three months (may be extended). This individual will assist in the production, distribution, and maintenance of official city documents, such as meeting agendas, minutes, and legal files. The Executive Assistant will work closely with the City Clerk to ensure smooth operations and provide administrative assistance during meetings and other city functions.
ESSENTIAL JOB FUNCTIONS
- Provide general administrative assistance to the City Clerk’s office, including managing schedules, answering inquiries, and assisting with various projects as needed.
- Produce and distribute board meeting agendas, minutes, and related packets using appropriate software and office equipment while ensuring timely dissemination.
- Attend board meetings, taking official minutes using recording devices; maintain recordings after approval of minutes.
- Organize and maintain legal files, including deeds, agreements, judgements, contracts, projects files, and other documents, and maintain a detailed index of these files.
- Prepare agendas for organizational meetings of newly appointed boards and committees.
- Promotes consumer-friendly environment within the department.
- Performs other related duties as assigned.
MINIMUM QUALIFICATIONS REQUIRED
High school diploma or equivalent; Associate's degree or higher preferred.
Experience with board meeting minutes transcription and knowledge of legal document management strongly preferred.
Any combination of education, training and experience, which provides the required knowledge, skills and abilities to perform the essential functions of the job.
KNOWLEDGE, SKILLS, AND ABILITIES
- Proven experience in administrative roles, with experience in a City Clerk’s environment preferred.
- Strong proficiency in computer software (Microsoft Office, meeting software, document management systems).
- Excellent attention to detail, particularly when transcribing minutes and handling official records.
- Strong written and verbal communication skills.
- Ability to maintain confidentiality and exercise discretion with sensitive information.
- Ability to handle multiple tasks efficiently and meet deadlines.
Questions? Email HR@cityofnsb.com
Job Type: Temporary
Pay: $26.00 - $30.00 per hour
Schedule:
- Day shift
- Evening shift
- Monday to Friday
- No weekends
Work Location: In person
Salary : $26 - $30
