Executive Specialist to City Clerk

Lake City, City of•Lake City, FL

5d•Onsite

About The Position

This is a highly professional position assisting the City Clerk with the daily activities of the department. The position is directly responsible to the City Clerk and performs administrative, records, research, coordination, and public-facing duties in support of the City Clerk and City Council. Work is performed in an office setting.

Requirements

Graduation from an accredited two-year college with major coursework in Public Administration or a related field and a minimum of five years of related professional experience; an equivalent combination of education and experience may be substituted.
High school graduation or a General Education Diploma (GED).
Valid Florida Driver’s License.
Must pass CJIS clearance.
Ability to read and comprehend instructions and correspondence.
Ability to learn assigned tasks within a reasonable training period.
Ability to communicate effectively orally and in writing.
Ability to meet multiple deadlines, prioritize daily work, and work with limited supervision.
Ability to work under pressure and/or frequent interruptions.
Ability to problem-solve and deal with conflict in stressful situations.
Ability to present information and respond to questions from the public, customers, and City staff.
Ability to work well with the public, elected officials, and media representatives, and cooperatively with other departments.
Ability to generate clear, concise, professional business correspondence and respond to inquiries from customers and other agencies.
Detail-oriented, with the ability to research and analyze data and situations and make recommendations.
Knowledge of laws and regulations governing the publishing, filing, indexing, and safekeeping of official City documents.
Knowledge of the Municipal Code of Ordinances, City Charter, intergovernmental relations, and general City procedures.
Knowledge of government principles and practices and internal control procedures.
Knowledge of office automation, computers, word-processing software, and spreadsheets.
Knowledge of general written standards and procedures and ability to interpret and follow job-related policies and procedures.
Ability to respond positively and receptively to supervision, guidance, and direction; comply with workplace rules; present a professional image; and interact courteously and respectfully with the public and colleagues.
Ability to operate and care for equipment according to manufacturer specifications, specified parameters, and policies.

Responsibilities

Assist the City Clerk with day-to-day departmental operations, including payroll, accounts payable, policies, procedures, programs, and public notices for publication.
Communicate clearly, concisely, and diplomatically, verbally and in writing, while presenting a positive image of the city.
Maintain the City Clerk and City Council office appointment calendar and schedule appointments.
Prepare business correspondence, memos, letters, documents, forms, reports, and proclamations.
Create and maintain project files and departmental records.
Research and analyze data and coordinate with City departments on cross-departmental issues affecting the City.
Prepare hard-copy agenda packets for City Council members.
Set up and clean up meeting space for City Council and other sunshine-applicable meetings.
Make travel arrangements, registrations, and reservations for the City Clerk and City Council.
Receive and screen calls and refer them to other departments.
Communicate with citizens and respond to inquiries.
Order and maintain office supplies and other departmental materials.
Coordinate, plan, and participate in special events, awards, activities, and programs to promote and coordinate activities in the City.
Assist the Records Management Supervisor with public records and records management.
Perform other duties as assigned.