Mayor’s Aide

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SUMMARY: Under limited supervision, performs a variety of routine and complex administrative and organizational duties for the Mayor. The work involves considerable public contact requiring a high degree of judgment and problem solving. As a key member of the Mayor’s Response Team, ensures that urgent citizen inquiries receive prompt attention from appropriate City staff. This is an appointed position that serves at the will of the Mayor.

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)
  1. Receives telephone, written, and in person inquiries regarding City services, citizen complaints and urgent needs, refers inquiry, service need or complaint to proper channels and tracks follow-up responses.
  2. Provides administrative support to the Mayor.
  3. Coordinates the Mayor’s schedule and keeps the Mayor’s calendar.
  4. Composes, types and edits a variety of correspondence.
  5. Answers questions from, or provides information to, the general public, outside businesses, and agencies.
  6. Attends commission meetings, public hearings, community meetings, and other public meetings and events as requested by the Mayor.
  7. Receives and screens telephone calls and visitors to Mayor’s office.
  8. Records and attempts to resolve complaints from the public.
  9. Establishes and maintains files for the Mayor and boards and committees.
  10. Coordinates special functions and events within Mayor’s office.
  11. Makes reservations and travel arrangements for meetings, seminars, and conventions.
  12. Assists with other duties in the Mayor’s office as needed.
  13. May supervise clerical support staff or other Mayor’s Aide.
  14. Performs other related duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
  • Knowledge of the mission, goals and objectives of the Mayor’s Response Team.
  • Knowledge of the various departments in the City and their primary focus.
  • Knowledge of proper Business English, grammar, punctuation and spelling.
  • Knowledge of standard office practices and procedures.
  • Knowledge of bookkeeping practices and procedures.
  • Skill in customer relations and in responding to and resolving complaints.
  • Skill in using computer and word processing application software.
  • Skill in using common office machinery and equipment.
  • Ability to communicate effectively both orally and in writing, including good telephone etiquette.
  • Ability to establish and maintain effective working relationships with those contacted in the course of work.
PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT: Work involves sedentary to light work in an office setting. There is frequent need to stand, stoop, walk, sit, lift light objects (up to 10 pounds) and perform other similar actions during the course of the workday. The City of West Palm Beach promotes a drug/alcohol-free work environment through the use of mandatory pre-employment drug testing.

MINIMUM QUALIFICATIONS: High School diploma or GED and five (5) years of office experience involving extensive public contact, or any equivalent combination of training and experience. A valid Florida driver’s license is required.

FLSA Code: E
B/U: None
Last revision date: October 2001