Executive Assistant to the City Administrator
ESSENTIAL FUNCTIONS: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.)DUTIES AND RESPONSIBILITIES: (which are not in any hierarchical order)
- Prepares and distributes the City Commission agenda, CRA agenda all items included on these agendas to inform the City Commission, City staff and the public.
- Interacts with all departments and outside entities to provide and receive information for the City Administrator, Assistant City Administrators and the Mayor.
- Reviews incoming mail and receives incoming phone calls for the City Administrator.
- Composes and types general correspondence.
- Attends the meetings with Senior Administrative Staff and department directors.
- Prepares and distributes correspondence and miscellaneous documents for Administration, Mayor and Community Events.
- Establishes and/or maintains a comprehensive filing system, including correspondence, media communications and file indexes.
- Maintains the City Administrator’s calendar. Makes travel arrangements for conferences and seminars.
- Edits correspondence/documents for errors in format, clarity, sense and/or completeness.
- Types and distributes correspondence for the Assistant City Administrator for Legislative and Environmental programs.
- Knowledge of computerized systems and programs.
- Knowledge of general office procedures, practices, and filing systems.
- Knowledge of basic mathematic operations and English grammar, spelling and syntax.
- Knowledge of governmental policies and regulations.
- Ability to operate standard office equipment such as Dictaphone, keyboard, copier, fax machine, etc.
- Ability to communicate effectively, both orally and in writing.
- Ability to maintain department records, prepare records and take minutes of meetings.
- Ability to interact effectively with elected officials, supervisors, co-workers and the general public.
- Ability to organize and set priorities for multiple tasks.
- Ability to exercise good judgment under minimal supervision.
- Ability to establish and maintain effective working relationships with those contacted in the course of work.
MINIMUM QUALIFICATIONS: High school diploma or GED, supplemented with advanced secretarial coursework and minimum of six (6) years progressively responsible secretarial experience, or any equivalent combination of training and experience. A valid Florida driver’s license is required.
Last revision date: October 2001