What are the responsibilities and job description for the Executive Assistant to City Administrator position at City of Pensacola?
Department: City Administrator’s Office
Recruitment Range: $30.59-$35.56 hourly dependent on knowledge and experience
***Please note: This position is open for 1 week only to everyone for both internal and external applications and will close Tuesday February 25, 2025 11:59pm***
***This executive assistant position is exempt from Veteran's Preference according to FL Statute 110.205 (2) (j)***
Minimum Preparation for Work:
- Bachelor's Degree from an accredited four year college or university is required. Major coursework in public or business administration or a related field is highly preferred.
- Two (2) years of experience working in a computerized office environment required. Work in municipal government or on an executive staff is preferred.
- In place of the above requirements, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual's knowledge, skill and ability to perform the essential duties and responsibilities listed above.
Necessary Special Requirements:
- Possession of an appropriate driver license for equipment operated and any license, training or certification required by law or regulation to complete assigned tasks.
Nature of Work:
This executive staff position is responsible for providing high level administrative support to the City Administrator in addition to support services and administrative assistance as necessary to the executive leadership team. The work is governed by broad instructions and objectives and it requires the exercise of considerable initiative and independent judgment. While the incumbent works under the general direction of the City Administrator, the position is a mayoral appointment and the incumbent serves at the pleasure of the Mayor.
Examples of Work:
- Coordinates high visibility projects, prepares grant applications, and is responsible for drafting and maintaining administrative policies for the Office of the Mayor.
- Handles and crafts a variety of correspondence, including memos, letters, minutes, and reports; assists with the development of multimedia presentation materials.
- Conducts research on public policy issues for the City Administrator.
- Manages the workflow for council agenda items sponsored by the Mayor and assists with the drafting of legislative action items.
- Responds to the public in person and by telephone on behalf of the City Administrator; screens calls, refers calls, takes messages and handles daily walk-in and scheduled visitors.
- Coordinates and maintains the City Administrator's calendar; arranges meetings and travel.
- Performs administrative and clerical duties for the City Administrator and executive staff; maintains the office files and filing system.
- Assists the Public Information Office with the coordination of special events.
- Performs other duties as assigned.
Knowledge, Skills and Abilities:
- Thorough knowledge of English usage, spelling, grammar, punctuation and format of business documents and correspondence.
- Strong computer skills, including demonstrated competence with Microsoft Office applications.
- Demonstrated experience with grant writing.
- Well-rounded inter-personal skill set. Exceptional attention to detail and organizational skills and an ability to work effectively in a team environment.
- Ability to research, read and understand records pertaining to City ordinances, City Council actions and other documents related to City business.
- Ability to communicate tactfully and effectively with employees, public officials, and the general public both orally and in writing.
- Ability to maintain confidentiality and handle sensitive matters diplomatically and discreetly.
- Ability to plan, develop and implement office procedures and prioritize work in an environment with multiple conflicting demands.
- Ability to operate standard office equipment.
- Demonstrated ability to work with minimal supervision.
The mental and physical demands and the work environment characteristics described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Mental and Physical Requirements:
While performing the duties of this job, the employee is regularly required to use hands and fingers to hold or feel, reach with hands and arms, walk, talk and hear. The employee is occasionally required to stand, sit, climb, balance, stoop, and crouch. Specific vision abilities include close, distance, color, and peripheral vision, and depth perception.
Work Environment:
The noise level in the work environment is usually moderate. Some jobs may require an employee to be exposed to outside weather conditions, wet and/or humid conditions.
This description is not intended to be, nor should it be construed as an all-inclusive list of responsibilities, skills or working conditions associated with the position. It is intended to accurately reflect the activities and requirements of the position, but duties may be added, deleted, or modified as necessary. This description does not constitute a written or implied contract of employment.
This description is not intended to be, nor should it be construed as an all-inclusive list of responsibilities, skills or working conditions associated with the position. It is intended to accurately reflect the activities and requirements of the position, but duties may be added, deleted, or modified as necessary. This description does not constitute a written or implied contract of employment.
Salary : $47,902 - $81,786
