General Description:

The Administrative Assistant to the Mayor and Commission provides specialized, high-level administrative support to the Mayor, City Commission, and related departments. This position ensures efficient operations of the executive office, facilitates communication with staff and the public, and supports the execution of policies, programs, and community initiatives. The employee must attend scheduled evening Commission Meetings as part of regular duties, typically held twice monthly. Occasional flexible scheduling is required for additional meetings, events, or community activities throughout the year. This role works under general supervision, independently developing work methods and sequences. While the administrative manager for this position is the Mayor, the incumbent works under the day-to-day supervision and functional direction of the Deputy City Clerk. The role requires exceptional writing, grammar, and editing skills, very strong attention to detail, and the ability to draft professional correspondence and perform accurate minute-taking for official City records. Strong computer skills are essential, including proficiency with office software, digital communication tools, and document preparation.

Essential Duties and Responsibilities:

Executive & Administrative Support:

Manages and supervises highly confidential operations in the Mayor's office. Maintains, updates, and adjusts the Mayor's calendar, appointments, engagements, and media appearances. Plans and arranges travel, reservations, and logistics for the Mayor and City Commission to attend meetings, conventions, and seminars. Serves as a public relations representative for the Mayor and Commission when coordinating with external entities or event organizers. Screens incoming calls, emails, and inquiries; provides information or appropriately routes communications. Prepares, edits, and distributes correspondence, reports, agendas, minutes, and presentation materials.

Meeting & Legislative Support:

Serves as the primary administrative contact for the Code Enforcement Board, including preparing agendas and background materials, coordinating required documentation, and taking and transcribing official minutes as a primary duty. Coordinates with the Finance Department, Code Enforcement staff, and other departments to ensure accurate recording and processing of orders, liens, and related documents. Attends City Commission meetings and other assigned sessions; prepares meeting materials and drafts, records, and transcribes minutes and action items. Provides meeting support and minute-taking for other City boards or committees as needed.

Public Communication & Customer Service:

Communicates official plans, policies, and procedures to staff and the general public. Investigates and follows up on citizen complaints and requests for information or services. Assists in drafting speeches, proclamations, newsletters, media releases, notices, flyers, brochures, and other public-facing materials. Provides professional customer service and maintains a positive, helpful public presence on behalf of the Mayor and Commission.

Research & Information Management:

Gathers, interprets, and prepares data for studies, reports, and decision-making purposes. Conducts research to support projects, initiatives, and policy development. Maintains filing systems, records, and databases in accordance with City procedures and retention policies.

Event & Program Support:

Organizes and assists with various City activities such as: o Manatee County Fair o Multi-Cultural Festival o Veterans' Day Parade o 4th of July Festival o Annual Employee Appreciation Luncheon o Special Events or programs as assigned Coordinates logistics, volunteers, materials, and communication for City-sponsored events.

Additional Duties:

Performs related work as assigned. Supports cross-departmental projects as needed.

Responsibilities, Requirements, and Impacts:

Data Responsibility:

Collects, classifies, and formats data according to established procedures to support analysis, reporting, and information retrieval.

People's Responsibility:

Provides information, guidance, and assistance to staff, citizens, and stakeholders; may provide direction to assistants or helpers.

Asset Responsibility:

Responsible for preventing moderate losses and ensuring economical use of resources within a small division; handles supplies of moderate value.

Mathematical Requirements:

Uses basic arithmetic (addition, subtraction, multiplication, division) and can calculate ratios, rates, and percentages.

Communication Requirements:

Reads technical instructions, procedural manuals, and charts. Composes routine and specialized reports, business letters, and other documents using correct grammar and formatting. Speaks clearly and professionally using proper grammar.

Judgment Requirements:

Makes frequent decisions affecting coworkers, citizens, or clients. Works in a moderately fluid environment with established guidelines but frequent variations from routine.

Complexity of Work:

Performs skilled work involving rules and systems; requires continuous problem-solving, normal attention with periods of focused concentration, and occasional exposure to deadlines or pressure.

Impact of Errors:

Errors can significantly affect multiple organizational units and may negatively impact citizens.

Physical Demands:

Performs light work involving walking or standing and may exert up to 20 pounds of force. Requires manual dexterity for office equipment and repetitive tasks.

Equipment Usage:

Uses office machinery and equipment with some judgment in selecting procedures or tools to meet standards.

Unavoidable Hazards:

Routine and frequent exposure to bright/dim light, dust, or pollen.

Safety of Others:

Has some responsibility for the safety of others and may occasionally enforce standards of public safety or health.

Minimum Education and Experience Requirements:

Associate's Degree in Public Administration, Business Administration, Communications, or a related field. Multiple years of progressively responsible experience in a comparable role may be considered in lieu of a degree. Strong attention to detail and exceptional writing, grammar, and editing skills are required. Strong computer skills including proficiency with office software, email systems, databases, and document creation tools. Two (2) years of direct administrative, office, or clerical support experience, preferably in government or public service. Applicants may be required to complete a pre-employment skills assessment to demonstrate proficiency in needed areas.

Preferred:

Bachelor's Degree in a related field. Additional experience supporting executive-level or elected officials.

Special Certifications and Licenses:

Current Notary Public certification or the ability to obtain within six (6) months of hire. Americans with

Disabilities Act Compliance:

The City of Palmetto is an Equal Opportunity Employer and Drug Free Workplace. In compliance with the Americans with Disabilities Act (42 U.S.

C. 12101

et. seq.), the City of Palmetto will provide reasonable accommodations for qualified individuals with disabilities and encourage both prospective and current employees to discuss potential accommodations with the employer.

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Please Note:

This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Pay:

From $24.11 per hour Expected hours: 40.0 per week

Benefits:

Dental insurance Employee assistance program Health insurance Life insurance Paid time off Retirement plan Tuition reimbursement Vision insurance

Work Location:

In person