Senior Executive Assistant (Mayors Office)

GENERAL DESCRIPTION

This position is responsible for complex executive level administrative work to include managing complex schedules, sensitive/high profile information, budgetary and financial reports, special projects, and calls/communications for senior level executive positions within the City. Functions as liaison between executive and other internal and external constituents, elected officials, stakeholders, and the public. Provides high-level administrative support to ensure executive-level efficiency and accuracy. This position is managed by the assigned City executive.

City executives served:

Mayor, City Administrator, Police Chief, Fire Chief

ESSENTIAL JOB FUNCTIONS

The following essential functions represent the primary duties of this position but should not be considered an all-inclusive list of responsibilities. Other duties may be required and assigned. Responsible for the general office management of the assigned executive office. Represents executive when screening calls/emails and responding to inquiries from elected officials, government agencies, staff members, and the general public. Receives and evaluates sensitive/high-profile issues, files, and reports, and provides recommendations to supervisor on next steps based on established policies and procedures. Coordinates special projects, events, and completes special assignments, often involving sensitive/confidential information or coordination with outside organizations/agencies. Develops draft department budget(s) for review by executive and monitors department expenses throughout the year. Maintains executive's calendar, to include scheduling appointments and meetings to ensure efficiency and priority. Performs executive level administrative duties to include preparing staff reports and documents for City Council meetings/workshops, taking meeting notes during executive level meetings, maintaining executive files and records, composing letters of correspondence, drafting responses to inquiries, etc. Responsible for analyzing documents and conducting research on highly sensitive subject matter and providing summaries of data along with recommendations to the executive. Monitors media, communications, public comments, and other public information to identify and recommend solutions to high-profile issues or incidents. Coordinates executive's travel arrangements, travel requests, and reimbursement forms. Prepares purchase requisitions, reimbursement forms, and invoices received for review and approval by the executive. Develops and prepares a variety of public information material to include media/press releases, social media posts, community newsletters/blogs, etc. Performs function of payroll custodian for assigned department, to review staff timesheets and resolve timesheet issues. Knowledge, Skills, and Abilities Knowledge of City and department policies, procedures, and operations. Knowledge of public administration operations and practices. Knowledge of standard word processing formats to include letters, memorandum, press releases, and reports. Knowledge of timekeeping processes and policies, including Paid Time Off (PTO), Worker's Compensation, Family Medical Leave Act, etc. Knowledge of basic math principles and budgeting. Skilled in the operation of office equipment to include computers, network phones, copiers, and fax machines. Skilled in the operation of office software to include Microsoft Office, virtual meeting software, enterprise/database software, etc. Skilled in time management, multitasking, organization, thoroughness, and accuracy. Skilled in interpersonal communication to ensure effective communication is provided on all interactions. Ability to work independently with initiative and focus. Ability to read, analyze, summarize, and/or prepare a variety of reports including government regulations, City resolutions and ordinances, budgets, technical procedures/reports, and policies. Ability to exercise good judgement in the prioritization of work/appointments, time management, and organization. Ability to handle interactions with the public with courtesy and good judgement. Ability to identify problems and provide recommended solutions. Ability to work through tense and difficult situations surrounding public discourse/issues with tact and professionalism.

MINIMUM QUALIFICATIONS

High School Diploma or equivalent Five (5) years of progressive experience in administrative work. Valid Florida driver's license. An equivalent combination of education and experience may be considered, provided that the education and experience is in a relevant and related field.

PREFERRED QUALIFICATIONS

Associate's degree in public administration, business, or related field. Notary Public certification Prior government experience Budgeting and payroll experience

JOB LOCATION

Various facilities based on assigned department.

ADDITIONAL POSITION INFORMATION

Physical Requirements:

Prolonged sitting at a desk and working on a computer, standing, walking, bending, climbing, crawling, stooping, pushing/pulling up to 50 lbs., and lifting up to 50 lbs.

Environmental Conditions:

Exposure to bright or dim lights and extreme weather/temperature.

Sensory Requirements:

Some tasks may require the ability to perceive and discriminate sounds, colors, odor, taste, depth, texture, and visual. Some tasks require the ability to communicate orally.