Executive Office Assistant - City Manager's Office

MINIMUM TRAINING & EXPERIENCE

Graduation from an accredited college with a two-year degree in business administration or related field plus three (3) years’ experience in government administrative work, with knowledge of computerized applications and spreadsheets; or a High School Diploma plus seven (7) years of experience as defined above. Must have knowledge of city government operations, organizational structure, municipal management, elected officials, and their functions. Must have attention to detail, and be skilled in editing for sentence structure, grammar, and punctuation. Supervisory experience preferred. Must be discreet, tactful, and diplomatic with a proven track record of maintaining a confidence. Must possess a valid Florida’s Driver’s License and have an acceptable driving record and maintain an acceptable driving record.

EMERGENCY DECLARATION STATUS

GENERAL STATEMENT OF JOB

Under minimal supervision, performs supervisory and high-level administrative duties of the City Manager’s Office. Work involves filtering and prioritizing schedules and phone calls and assisting with communication on behalf of the executive(s) they support. May also include purchasing tasks, budget preparation, file management, program administration assistance, project management, general administration, public relations and employee supervision. Work involves the use of computer applications such as Microsoft Office Suite, ERP Software, and municipal operation software. Some independent judgment and initiative are required in performing assigned duties. Reports to assigned Supervisor. This position requires a high level of confidentiality of verbal and written information; knowledge of department processes; and related work that goes beyond established procedures. The position communicates information to appropriate parties, using tact and diplomacy.

SPECIFIC DUTIES & RESPONSIBLITIES

ESSENTIAL JOB FUNCTIONS

Assists the City Manager and Deputy City Manager(s) as needed with meetings, schedules, special projects, and other related duties as assigned.

Exhibits a service-oriented attitude toward customers and maintains productive working relationships. Maintains confidentiality on highly sensitive information their work may involve.

Screens calls, visitors, and mail; responds to sensitive requests for information and assistance; resolves citizen concerns and complaints. Responds to inquiries from the public, other agencies, City staff and others.

Performs comprehensive research and analysis on complex issues and projects. Compiles information, analyzes data and writes summary reports. Prepares complex documents and correspondence with little input or oversight.

With input from City Manager, Deputy City Managers and Department Directors, prepares agenda for and takes notes during meetings.

Corresponds with high-level officials in the organization, to include Department Heads and elected officials. Serves as liaison with other government offices.

Has knowledge of city government operations, organizational structure, municipal management, elected officials, and their functions.

Gives high level of attention to detail, and skilled in editing for sentence structure, grammar, and punctuation.

Multi-tasks a variety of duties, often changing from one task to another of a different nature. Self-motivates and efficiently completes tasks on own without oversight. Follows oral and written instructions. Meets deadlines and schedules of work.

Works in a team environment under fast-moving conditions. Listens well and communicates effectively with citizens and employees who have varied educational backgrounds and values. Forms a high level of trust with members of top management staff.

Develops and implements standard operating procedures to improve workflow.

May assist in development of the departmental budget, to include preparing forms and documentation necessary in the budget process.

Assists in project management. Develops and implements databases for project management.

Maintains electronic and manual file management systems.

Coordinates among divisions of City Manager’s Office regarding invoicing, purchasing, budgeting and project management. Streamlines procedures where applicable to reduce duplication and improve coordination.

Prepares contract documents, bid documents and agreements such as interlocal agreements and other documents as needed.

May supervise clerical and administrative staff. Maintains effective workflow for subordinate staff and provides opportunities for cross-training. Responsible for quality control and quality assurance relative to administrative and clerical functions.

Maintains supplies and equipment inventory in a cost-effective manner. Performs/supervises some purchasing functions.

Manages supervisor(s) schedule, to include meetings, confirming appointments, and itineraries and arranging travel and transportation as needed.

Uses computer applications extensively such as Microsoft Office Suite and project specific applications to include requisitioning and receiving in ERP, data management in grant application software, GIS research, legislative memo and agenda software, e-permitting applications, etc. Develops spreadsheets, databases, logs, etc. to streamline work efforts.

Researches or assists in researching technical or administrative topics and prepares reports as directed.

ADDITIONAL JOB FUNCTIONS

Performs other related work as required.

The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.

This position is General Non-Exempt and is covered under Personnel Policies and the Administrative Code.

Health Insurance: Health care plan options include HDHP, OAPIN and OAP through Cigna.

Dental Insurance: Dental coverage is offered in three plans that include DHMO & PPO High/Low plans.

Vision Insurance: Vision coverage includes an annual eye exam, frames and lenses or contact lenses in lieu of eyeglasses.

Life Insurance: The City of Palm Bay provides each employee with life insurance in the amount of one time their annual base salary at no cost. Additional coverage is available at the employee's cost up to the Guaranteed Issue amount of $250,000.

Dependent/Spouse Life Insurance: The City of Palm Bay provides each employee with dependent/spouse life insurance in the amount of $5,000 per dependent at no cost. Additional coverage is available at the employee's cost.

Short Term Disability: Coverage pays 66 2/3% of employee's annual base salary during a short-term disability period not to exceed 26 weeks.

Long Term Disability: Coverage pays 66 2/3% of employee's salary at time of disability after a 180 consecutive day waiting period.

Defined Contribution Retirement Plan: City contributes a base of 3%. Employees may contribute up to 6% and the City will match the employees contribution.

Holidays: 10 holidays and 1 birthday holiday.

Paid Leave: Accrue 96 hours of vacation and sick leave per year. Accrued vacation hours increase after 10 years of service.