What are the responsibilities and job description for the Executive Office Assistant - City Manager's Office position at City of Palm Bay?
JOB The following education and experience will be accepted: Graduation from an accredited college with a two-year degree in business administration or related field plus three (3) years’ experience in local, state, county or municipal government administrative work, with knowledge of computerized applications and spreadsheets; ORHigh School Diploma plus seven (7) years of experience in local, state, county or municipal government administrative work, with knowledge of computerized applications and spreadsheets. 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 confidence. Must possess a valid Florida’s Driver’s License and have an acceptable driving record and maintain an acceptable driving record. EXAMPLE OF DUTIES Non-essential employees will not be required to work during a declared emergency but may be required to work during an undeclared emergency or in the aftermath of an event associated with a declared emergency. On an incident-by-incident basis, the employee’s Department Head will make the determination when the employee will be required to work.
SUPPLEMENTAL INFORMATION ESSENTIAL JOB FUNCTIONSAssists 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 FUNCTIONSPerforms 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.
Must be discreet, tactful, and diplomatic with a proven track record of maintaining confidence. Must possess a valid Florida’s Driver’s License and have an acceptable driving record and maintain an acceptable driving record. EXAMPLE OF DUTIES Non-essential employees will not be required to work during a declared emergency but may be required to work during an undeclared emergency or in the aftermath of an event associated with a declared emergency. On an incident-by-incident basis, the employee’s Department Head will make the determination when the employee will be required to work.
SUPPLEMENTAL INFORMATION ESSENTIAL JOB FUNCTIONSAssists 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 FUNCTIONSPerforms 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.
