Description
Serves under the general direction of the City Manager, performing confidential, difficult, and complex secretarial, administrative, and clerical duties in support of the City Manager. Accountable for the accuracy of both routine and non-routine, administrative support duties performed as directed by the City Manager. Assists the City Manager with the day-to-day general administrative and business detail of the City Manager’s Office. Assists the Administrative Services Director with general administrative support, as needed. Performs related work as required.
Duties
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Manages City Manager’s calendar and independently schedules appointments and coordinates meetings and appointments between Department Directors, outside agencies, residents, and others, and arranging or monitoring schedule for outside speaking engagements, seminars, training, meetings, travel, and related department functions involving complicated schedules and deadlines.
Composes, transcribes, types, and compiles a variety of letters, documents, forms, or correspondence, including proclamations, policies, council agenda items, desk procedures, proposals and miscellaneous reports as needed or directed to by the City Manager.
Provides routine and general administrative support to the Administrative Services Director.
Provides assistance to the City Manager as required on matters related to the effective operation of municipal government.
Responsible for the electronic imaging of the City Manager and Administrative Services Director’s general correspondence through Laserfiche.
Assists in gathering and preparing information for City Council agenda packets and Executive Staff Meetings.
Screens all City Manager incoming calls and correspondence and responds to or forwards to appropriate staff.
Previews and prioritizes e-mail and incoming documents, highlighting items requiring special attention by the City Manager. Prepares for or follows up on items as needed.
Arranges transportation, lodging, itineraries, and other travel plans for the City Manager and other executive staff, as needed.
Attends weekly Director meetings, keeping track of assignments and follow up as needed.
Researches and responds to records requests on behalf of the City Manager's Office.
Operates word processors, various electronic devices, and/or performs shorthand-type writing in transferring/transcribing/composing various documentation, such as meeting minutes, correspondence, and memoranda, etc.
Prepares preparation of purchase orders, check requests, expense reports, work orders, P-card reconciliation, and requisitions for the City Manager and Administrative Services Director.
Performs other related duties and assignments as required.
Required Education, Experience, License, Registration, and Certification Qualifications
- Associate’s Degree from an accredited college in the field of business or public administration, emergency management, communications, paralegal studies or related field; and
- Three (3) years’ experience as an Administrative or Executive Assistant.
- Experience must include ability to type 55 wpm and Advanced knowledge of Microsoft Office Suite
- Equivalent combination of education, training, certification and experience will be considered.
CERTIFICATES, LICENSES, REGISTRATIONS - Must possess and maintain a valid Florida Driver’s License, or ability to obtain within 90 days of hire or promotion.
- Florida Notary License, preferred
Supplemental or Additional Information
Knowledge of modern office procedures and practices in planning and organizing work to meet organizational goals and objectives.
Knowledge of computer word processing systems
Knowledge of local government legislative and regulatory processes
Knowledge of alphabetic and numeric filing principles and methodology
Ability to compose effective and accurate correspondence and reports and deal with routine and non-routine matters.
Ability to make independent decisions.
Ability to establish and maintain effective working relationships and interact in a positive, professional manner with City Officials, Department Directors, fellow staff, city vendors, and the general public.
Ability to exercise a high level of discretion with sensitive and confidential information, reports, and materials.
Ability to communicate effectively, both orally and in writing
Ability to learn city-wide administrative regulations, and City regulations.
Ability to be adaptable to performing under frequent deadlines, re-prioritization of tasks and assignments and in response to urgent matters or emergencies.
Ability to maintain a clean work environment.
Benefits for full-time employeesinclude:
- Health insurance and subsidy for family and spouse coverage
- Dental insurance
- Life Insurance
- Accidental Death & Dismembermentinsurance
- Retirement plan
- 457 Deferred compensation plan
- Retirement Health Savings Plan
- Roth IRA
- Vacation, medical and personal leave
- Blood donation leave program
- 10paid holidays
- Beach parking sticker at resident rate
- Reimbursementof co-pays for annual physical and cancer screenings
- Paid Family Membership to SanibelRecreation Center
- Unlimited Sanibel Causeway transponder
- Cape Coral bridges transponder, if applicable
