Equal Opportunity Executive Coordinator

City of Gainesville•Gainesville, FL

3d•Onsite

About The Position

This is highly responsible, complex and advanced work performing and coordinating diversified, often non-recurring and unique administrative and staff work of a highly confidential or sensitive nature to ensure the efficient and effective operation of the Equal Opportunity Director. Duties demand the highest degree of competence, the independent exercise of discretion and judgment with respect to matters of significance and the application of problem solving, decision making, dependability, initiative, and accountability for results. The position allocated to this classification reports to and works under the general supervision of the Equal Opportunity Director. Work in this class is distinguished from other classes by its performance, coordination and supervision of the highest level of administrative activities.

Requirements

An Associate degree from an accredited college or university with major course work in public or business administration, human resource management or related subject, and three (3) years of administrative experience in the public or private sector; or Graduation from an accredited high school or possession of an acceptable equivalency diploma and five (5) years of responsible administrative experience in the public or private sector.
A valid Florida Driver License is required.
Ability to perform and administer highly responsible, complex and advanced administrative functions, including the ability to plan, assign and supervise the work of assigned staff.
Ability and willingness to use sound judgment, exercise discretion, and after evaluating alternatives, make decisions on matters of highly confidential or sensitive nature.
Excellent written and oral communication skills as demonstrated by the ability to articulate information and issues clearly and concisely.
Ability to understand and follow complex oral and written instructions.
Ability to interact collaboratively and productively and to build effective relationships with individuals of diverse backgrounds, including elected officials, charter officers, department heads, representatives of other agencies, other city employees, and the general public.
Demonstrates a strong customer orientation.
Ability to maintain security and confidentiality.
Ability to plan, assign, delegate, and direct work of assigned staff.
Knowledge of principles and practices of effective administration and supervision.
Knowledge of laws, ordinances, regulations and statutes, developments, and policies that govern Equal Opportunity/Affirmative Action.
Knowledge of investigation and conflict resolution techniques and the legal implications of discrimination investigations.
Knowledge of the methods, procedures, and techniques for conducting research, analyzing data, and developing applicable reports and presentations.
Ability to organize and evaluate information.
Ability to effectively handle multiple tasks.
Ability to recognize the details in the work and how they affect processes and deadlines.
Ability to maintain moderately complex records and to prepare moderately complex reports.
Ability to work with minimal supervision.
Basic knowledge of the structure and functions of the City of Gainesville.
Basic knowledge of budget preparation and payroll and purchasing procedures.
Demonstrated intermediate level knowledge of personal computers and related departmental software, including Excel, Word, and PowerPoint.
Ability to design, develop, and conduct communications, training, and education programs and workshops.

Nice To Haves

A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate is preferred.

Responsibilities

Supervises, plans, organizes, evaluates, and coordinates the work of administrative support staff; sets work goals, objectives, and priorities.
Performs complex and diversified administrative work of a highly confidential or sensitive nature.
Collects, reviews and organizes all material required for the review and approval of the Equal Opportunity Director; obtains and gathers data to prepare responses and prepares accompanying supplementary information or exhibits.
Independently reviews, prioritizes, conducts follow-up research, collects and provides information on issues and brings such matters to the personal attention of the Equal Opportunity Director.
Reviews incoming electronic and regular mail, responding to issues and questions not requiring the attention of the Equal Opportunity Director.
Oversees the coordination and flow of correspondence throughout the office.
Tracks Equal Opportunity complaint staff assignment and investigation status; provides periodic updates to Equal Opportunity Director and staff.
Prepares required reports and maintains appropriate records on investigations, findings, and agreements.
Completes special projects and assignments and prepares special, non-recurring reports assigned by the Equal Opportunity Director.
Oversees, creates, modifies, and maintains information database files for various activities and functions of the office.
Assists with the preparation of the annual budget; analyzes and reconciles budget accounts and prepares related reports.
Oversees Timekeeper and purchasing functions.
Assists with the coordination and scheduling of facilities and materials for job fairs and other community events and programs.
Organizes, coordinates, and schedules meetings.
Maintains the Equal Opportunity Director’s calendar and arranges travel.
Coordinates submission of agenda items to the City Commission; drafts and prepares agenda items for Commission approval.
Works directly with department and division managers in completing assignments for the Equal Opportunity Director.
Acts as a liaison between the Equal Opportunity Director and the general public, committees, staff, and City departments.
Represents the department or unit by attending various meetings.
Provides training and development of assigned staff.
Develops technical assistance manuals, and other communication and education tools, as assigned.
Attends work on continuous and regular basis.
Performs timely, fair, and non-discriminatory evaluation of performance of assigned support staff.
Coordinates the record keeping, filing system, and destruction of records.
Interprets, applies, and recommends office policies and procedures.
May provide back-up support and assistance to other administrative staff.
Performs other related duties as assigned.