Executive Assistant - Parks & Recreation

Are you passionate about serving the community and providing a high level of service? Do you enjoy working in a fast-paced environment and have the ability to prioritize competing demands? North Port Parks & Recreation, a nationally accredited Department and Gold Medal Finalist, is looking for a highly organized individual with great attention to detail to provide support to four Divisions within the Parks & Recreation Department. The ideal candidate will have a working knowledge of parks and recreation practices, experience in public administration, excellent customer service skills, and the ability to initiate research and prepare reports and documents. The City of North Port offers a competitive salary, full benefit package, supportive work culture, and opportunities for professional development. Reports to the Parks & Recreation Director or designee.

The salary shown in the job description is the full range for this position from entry to later career, as of FY25.

Provides highly responsible administrative support to an assigned department and/or division using independent judgment, initiative and discretion based upon knowledge of departmental administrative policies and procedures; to respond to customer inquiries in a timely and efficient manner. Position reports to the Parks & Recreation Director or designee.

• Plans, initiates and carries to completion executive level administrative duties in support of the assigned Department, its Director and managers.
• Maintains control of incoming correspondence and action documents; follows up on work in progress to ensure timely reply and action.
• Maintains departmental file process, including yearly review and retention requirements mandated by law.
• Transmits policies, procedures, instructions and general orders to appropriate personnel, as directed.
• Prepares correspondence, memorandums, reports, Commission and Advisory Board agenda items, meeting minutes and presentations.
• Prepares Requests for Legal Services as directed by the assigned Department, its Directors and managers.
• Coordinates and arranges meetings and/or events; schedules appointments and maintains appointment calendar of the Department Director and Assistant Director; provides appropriate background information and/or files for meetings and events.
• Assist with maintaining, coordinating, organizing and updating all applicable policies, procedures, resolutions and ordinances.
• Coordinates travel/training arrangements and associated documentation.
• Attend pertinent departmental meetings and in-house training sessions.
• Oversees day-to-day financial operating procedures, including purchase orders/requisitions and invoice processing.
• Assists with preparation of the budget to include research and benchmarking.
• Receives visitors, telephone calls, emails, and regular mail; provides information to the publics; refers inquiries to the appropriate department and/or City representative as necessary; identifies and/or negotiates solutions to complaints and problems when appropriate.
• Support the leadership team with projects as assigned.
• Maintains supplies and equipment needed for day-to-day operations.
• Uses independent judgement in communicating with internal and external customers.

(These essential job functions are not to be construed as a complete statement of all duties performed.   Employees will be required to perform other related duties as assigned, including City-directed work assignments in the event of a declared emergency.)

• Excellent customer service skills, including ability to communicate effectively, both in person and in writing.
• Knowledge and understanding of public administration, budgeting, purchasing, and related procedures.
• Ability to produce and maintain financial and/or statistical records, and to prepare periodic reports from such records.
• Ability to research and prepare documents and reports, compose letters, memoranda and routine office management details.
• Work requires continual attention to detail in composing, proofing materials, establishing priorities, and meeting deadlines.
• Ability to plan, organize and use mature judgment in evaluating situations and making decisions in accordance with established policy.
• Ability to establish and maintain effective working relationships with employees and the general public.

Education and Experience:

• High school diploma or equivalent, supplemented by college-level and/or field-related courses.
• ·Five (5) years of progressively responsible clerical work.

(A comparable amount of relevant training, education and/or experience may be substituted for the above qualifications.)
Licenses and Certifications:
Possession of or ability to obtain a valid Florida driver's license by date of hire.

Emergency Response Responsibility
Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event.  All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.
Hiring Range Statement
Please note, the hiring pay range for this position is the minimum up to a rate equal to or less than the midpoint of the salary range.
Vets Preference Statement
The City of Nort Port, FL is an Affirmative Action/ADA/Veterans’ Preference and Equal Opportunity Employer. Women, Minorities, and Persons with Disabilities are Encouraged to Apply.

Salary : $21 - $27