Executive Assistant

City of Gainesville•Gainesville, FL

9d•Onsite

About The Position

This is advanced, diversified, mostly non-recurring and complex administrative and staff work of a confidential or sensitive nature in direct support of a City Commissioner or Charter Officer. Duties require the ability to engage in independent action through the application of problem solving, decision making, dependability, initiative, and specialized knowledge of the terminology, procedures, and practices for their functional area. Positions allocated to this classification may assign and review the work of staff members to ensure the efficient and effective operation of the functional area. Duties require a high level of competence and independent exercise of discretion and judgment with respect to matters of significance. This position is highly visible and impacts the public's perception of City functions. Positions allocated to this classification report to a Charter Officer. Work is performed under limited supervision and may be reviewed upon completion. Work in this class is distinguished from higher classifications by its lack of managerial responsibility and from lower classifications by its coordination of administrative activities, latitude for discretion and decision making, interaction with high level internal and external personnel, supervisory responsibility and work of a confidential and sensitive nature.

Requirements

An Associate degree from an accredited college or equivalent vocational/technical training and three (3) years’ experience in public or business administration or related field and one (1) year of government administrative experience, or an equivalent combination of training and experience which provides the required knowledge, skills, and abilities.
Must type at a minimum speed of 35 correct words per minute or at a higher speed, as set by the department.
Ability and willingness to use sound judgment, exercise discretion, and after evaluating alternatives, make decisions on matters of significance.
Ability to interact effectively with City Commissioners, the Mayor, Charter Officers, community leaders, government and utility counterparts, citizens, and all levels of employees.
Considerable knowledge of administration, organization, policies, practices, and programs.
Ability to organize and coordinate multiple assignments and office staff.
Thorough knowledge of liaison duties and responsibilities.
Ability to function in a politically sensitive and volatile environment.
Ability to work with minimal supervision.
Considerable knowledge of research methods and techniques and methods of report presentation.
Ability to perform office management and administrative functions, including the ability to plan, assign and supervise the work of other employees.
Basic knowledge of principles and practices of budget preparation.
Demonstrated proficiency in relevant software and advanced computer skills.
Ability to communicate effectively, both orally and in writing.
Ability to understand and follow complex oral and written instructions.
Ability to meet the public to discuss and resolve problems and complaints tactfully, courteously, and effectively.
Ability to maintain security and confidentiality and respond appropriately to sensitive and confidential issues.
Ability to operate basic office equipment.
While performing the duties of this Job, the employee is often required to sit for prolonged periods of time.

Nice To Haves

A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate may substitute for an Associate degree.
An additional two (2) years of experience in public, business or government administration or related field may substitute for an Associate degree.
If courier duties are required, a valid Florida Driver license with a safe driving record is required.
A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate may be required, depending on the needs of the department.

Responsibilities

Performs complex administrative work in support of the Commissioner’s or Charter officer’s core functions and processes.
Coordinates administrative activities and flow of correspondence through the office.
Coordinates submission of agenda items to the City Commission.
Drafts and prepares agenda items for Commission approval.
Serves as staff liaison to special committees and boards and represents the City Commissioners or Charter Officer by attending meetings or serving on assigned committees.
Assists City Commissioners and Charter Officers directly in responding to citizen inquiries and providing information; tracks issues and resolutions and provides consultation and assistance regarding specific matters within area of expertise.
Assists with drafting, modifying, and interpreting operational and personnel policies, guidelines and administrative procedures applicable to department staff.
Proofs, drafts and distributes complex documents.
Prepares and makes presentations.
Researches, reviews, gathers, compiles and maintains detailed and specialized information for complex standard and ad-hoc reports and department work processes.
Provides administrative oversight with the design, implementation and administration of department programs; prepares documentation and materials and prepares program assessments.
Administers department purchase orders and VISA purchases and prepares department bills for processing; requests information or supporting documentation from appropriate staff.
Reconciles accounts and prepares cost analysis.
Processes registrations, collects and deposits fees, and performs final reconciliation for the Florida Audit Forum.
Tracks and reports fiscal year audit hours.
Assists with the preparation, coordination and administration of department budget.
Analyzes and reconciles budget accounts and prepares expenditure and cost projection reports.
Works directly with City Commissioners or Charter Officer to facilitate completion of respective assignments and objectives.
Supervises, plans, organizes, evaluates and directs the work of support staff; sets work goals, objectives, and priorities.
Assists with interviewing and selection of support staff.
Schedules, coordinates and maintains assigned calendars.
Makes travel arrangements and prepares itineraries.
Receives and screens visitors and telephone calls that require the use of judgment, tact, and diplomacy.
Attends work on continuous and regular basis.
May provide back up support and assistance to other administrative staff.
May perform routine administrative duties, as necessary, to maintain office efficiency.
Performs other related duties as assigned.