Executive Assistant

YOU MUST SUBMIT AN APPLICATION THROUGH THE AVON PARK CITY WEBSITE AT

www.avonpark.city/jobs

TO BE CONSIDERED. NATURE OF WORK

The Executive Assistant will provide high-level administrative support to the City Manager and other executive staff and/or Councilmembers as directed by the City Manager. Reporting directly to the City Manager, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant also serves as a liaison to executive staff and Council/Board members; organizes and coordinates executive outreach and external relations efforts, and oversees special projects. The Executive Assistant must be able to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

ESSENTIAL AND MARGINAL FUNCTION STATEMENTS

Essential and other important responsibilities and duties may include but are not limited to, the following.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manage sensitive matters with a high level of confidentiality and discretion; especially, decisions directly impacting the global operations of the city.
• Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the city.
• Serve as an ambassador for the City Manager by attending various community meetings.
• Serve as the initial and/or primary point of contact for the City Manager's office.

Screen and direct visitors, and reply to general inquiries made via telephone, email, or written correspondence. Escalate or re-direct visitors and/or inquiries as needed; provide front counter assistance, including accepting applications, proposals, bids, and forms, responding to and resolving complaints and requests for information, directing to appropriate staff, and preparing the lobby for opening and closing; monitor division and program email accounts.

• Process contracts, agreements, and legislative documents; examine content to ensure accuracy and adherence to applicable policies and procedures.
• Assist in the maintenance of the City's electronic data systems; maintain accurate and updated public information.
• Gather, select, classify, and compile data from various sources and prepare summary reports as required.
• Familiarity with Florida Statute 119, as well as procedural knowledge of ordinances and resolutions.
• Maintain records of receipts, track invoices, reconcile credit card statements and petty cash and assist with the resolution of payment-related issues or questions.
• Intake, sort, and distribute mail for the City Administration Department.
• Create and post content for the City's website.
• Maintain inventory of office supplies, obtain estimates for ordering purposes, order supplies as needed.
• Operate and maintain a variety of office equipment including copiers, facsimile machines, and computers; input and retrieve data and text; organize and maintain storage and filing.
• Develop and review reports and correspondence layout, arrangement, grammatical composition and ensure the inclusion of all pertinent information from sources; initiate correspondence, reports, and records; perform document control for various projects; develop clerical procedures, routines and record-keeping systems.
• Occasionally requires evening and/or weekend meetings.
• Plan and participate in special events as required.
• Perform related duties and responsibilities as required.
• Provide backup for the City Clerk when absent.
• Other duties as assigned

QUALIFICATIONS AND REQUIREMENTS

• Five (5) years of administrative experience with progressive responsibility in an office setting in support of upper management with at least three (3) years working in City Administration (City Manager's office, City Clerk's office, Human Resources, or CRA).
• Education may substitute for experience on a year-for-year basis.

OTHER KNOWLEDGE, SKILLS, AND ABILITIES

• Government practices and operational knowledge of different departments within local government.
• Office administrative and management practices and procedures.
• Department operations, programs, functions and terminology.
• Advanced uses of Microsoft Word processing, spreadsheets, and PowerPoint.
• Methods and techniques of customer service.
• Must possess an excellent foundation in business letter writing and report preparation, including advanced proficiency in correct English usage, grammar, spelling, punctuation and vocabulary, and sentence composition.
• Principles, practices, and procedures of effective record and file management.
• Methods and techniques of research.
• Attention to detail and accuracy in City procurement and bid specification preparation.
• Basic mathematical principles.
• Articulate fluently in English for writing and editing documents.
• Work with continual interruptions.
• Respond to requests and inquiries from the general public.
• Provide customer service to the public.
• Operate office equipment including computers and supporting word processing and spreadsheet applications and various databases.
• Type and/or enter data at a speed necessary for successful job performance.
• Plan, organize and schedule work assignments to meet deadlines.
• Multitask and prioritize tasks.
• Research and gather information.
• Interpret and explain department policies and procedures.
• Resolve routine and non-routine issues and questions.
• Maintain complex specialized records and prepare narrative and statistical reports.
• Handle confidential information per City, State, and Federal guidelines.
• Work independently in the absence of supervision.
• Work well as a contributing member of a team.
• Understand and follow oral and written instructions.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

EDUCATION

• An associate degree from an accredited college or university or an equivalent amount of college level coursework in public administration, business administration, communications, or a related field is preferred.

PHYSICAL DEMANDS

• Office environment; exposure to computer screens; extensive contact with the public.
• Essential and marginal functions require sitting, walking, or standing for prolonged periods of time; extensive use of computer keyboard; near visual acuity for working on the computer.

BENEFITS

The City offers a wide range of benefits to its employees to include vacation, sick, and holiday time off, health, dental, vision, life insurance, supplemental benefits, employee assistance program, retirement in the Florida Retirement System (FRS) as well as Nationwide Pre and Post Tax retirement options. Please contact Human Resources at 1-863-452-4406 if you have any questions about the carriers and cost.

EMERGENCY RESPONSE STATUS

: As a condition of employment, City of Avon Park employees will be required to work as directed during an undeclared and/or a declared emergency. 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 official job description.

ADDITIONAL INFORMATION

The City of Avon Park is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, ethnicity, disability, genetic information, marital status, or status as a protected veteran. Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact Human Resources (863‐452‐4406). Notification must be made in advance to allow sufficient time to determine if reasonable accommodation can be provided. Preference will be given to preference‐eligible veterans in accordance with applicable law. Equal Employment Opportunity (EEO)/Disabled/Veteran. The City of Avon Park is a drug-free workplace. This position is subject to pre-employment drug testing. All City of Avon Park positions are subject to reasonable suspicion drug testing. As a condition of employment, you will be required to pass the pre-employment drug test in accordance with Florida Statute 440.102. Employment applications for the City of Avon Park must be filled out in entirety.

Applications are located at:

www.avonpark.city/jobs

Pay:

$48,000.00 - $55,000.00 per year People with a criminal record are encouraged to apply

Work Location:

In person