Executive Assistant
GovernmentJobs.com, Titusville, FL, United States
Job Title
Under supervision of the city manager and assistant city manager, performs coordinates and oversees technical and office administrative duties in support of the city manager, assistant city manager, and the city council, and the city manager's staff. Duties include a wide range of sensitive and complex administrative duties. May supervise clerical and other support staff, and perform other duties as assigned. This position provides highly sensitive support to the city manager, assistant city manager, and the city council. Responsibilities require the exercise of independent judgment, technical knowledge of the specific area of assignment and of overall city and community activities
Essential Job Functions (Illustrative Only)
Perform a wide range of executive-level administrative duties in support of daily operations within the City Manager's Office.
Serve as a liaison representing the City to the public, businesses, City Council members, and local, county, and state agencies.
Coordinate administrative activities and scheduling to ensure efficient and seamless office operations.
Review, analyze, and summarize reports and documents, including preparation of City Manager reports for City Council.
Screen and prioritize incoming calls, correspondence, and electronic communications, directing critical matters to City leadership.
Facilitate and manage communication flow between department heads, supervisors, the City Attorney, and the City Manager's Office; ensure timely follow-up and responses to stakeholders.
Establish, organize, and maintain departmental filing systems, including public records and confidential personnel files in compliance with applicable requirements.
Assist in preparing materials for presentations, speaking engagements, and City meetings, including City Council meetings.
Coordinate and support quarterly Executive Leadership Team meetings, including agenda preparation and logistics.
Attend meetings as directed; record, prepare, and distribute accurate meeting minutes.
Assist in coordinating City Council workshops, including strategic planning sessions, citizen engagement meetings, and budget workshops.
Plan and coordinate off-site events involving staff and City Council, such as formal functions and professional association meetings.
Manage logistics and requirements for the City Manager, Assistant City Manager, and City Council members to attend special events.
Oversee and approve materials displayed in the City Hall lobby.
Coordinate and arrange travel for the City Manager, Assistant City Manager, and City Council members.
Maintain and manage calendars, appointments, meetings, and conference schedules for the City Manager and City Council.
Process invoices and payments using the City's financial management system.
Assist in the preparation and ongoing monitoring of budgets for the City Manager and City Council, ensuring fiscal responsibility and adherence to budgetary guidelines.
Knowledge, Abilities and Skills
Knowledge of local government organizational structure and functioning including codes, policies, regulations and procedures related to the city manager's office and other departments affecting the operation of the city.
Basic supervisory principles and practices.
Exemplary customer satisfaction skills, including dealing effectively with the public, elected officials and city staff, both in person and over the telephone.
Teamwork and developing consensus.
Proper English usage, spelling, grammar, and punctuation.
Basic budgeting theories and principles.
Standard office administrative practices and procedures, including the use of standard office equipment.
Performing technical, specialized, complex and difficult office administrative work requiring the use of independent judgment.
Interpreting and implementing policies, procedures and computer applications related to the department or organization.
Analyzing and resolving office administrative and procedural problems.
Performing basic research and preparing reports and recommendations.
Overseeing projects or programs and/or supervising, monitoring and evaluating the work of staff; Organizing own work, coordinating projects, setting priorities, meeting deadlines and following up on assignments with a minimum of direction.
Using initiative and independent judgment within established policy and procedural guidelines.
Providing complex administrative support in the areas of procurement, budgeting, report preparation and staff communication; and
Communicating effectively with co-workers, subordinates, Senior Staff, elected officials, general public, and representatives of public and private organizations.
Proficiency in the use of Microsoft office software, including Excel and PowerPoint applications.
Education & Experience
An associate's degree in business or a Degree Program that may include a field of study related to the work plus three years of office administrative, supervisory or Lead experience in the area related to the work; or any equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed above.
Special Requirements
Possession of valid Florida Operators Class "E" driver's license and acceptable driving record.
Must be able to attend meetings outside of normal business hours.
During occasions of local emergencies this position may be required to report to perform emergency tasks, which may result in extended work hours as well as extended periods of time away from family members. The Incident Commander and the employee's department Head will make the determination as to who will be required to work.
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Requires exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects. Additional physical abilities required:
Speaking: Expressing or exchanging ideas by means of the spoken English word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely. Ability to communicate verbally both in person and over the phone.
Sitting: Ability to sit for extended periods of time.
Standing: Particularly for short periods of time.
Stooping: Bending body downward and forward by bending spine at the waist. Occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
Visual Acuity: Have visual acuity to operate motor vehicles, includes close vision, distant vision, color vision, depth perception, and the ability to adjust focus.
Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
Climbing: Ascending or descending stairs, using feet and legs and/or hands and arms. Body agility is emphasized.
Feeling: Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
Grasping: Applying pressure to an object with the fingers and palm.
Handling: Picking, holding, or otherwise working, primarily with the whole hand.
Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
Kneeling: Bending legs at knee to come to a rest on knee or knees.
Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position.
Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
Reaching: Extending hand(s) and arm(s) in any direction.
Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add or remove duties and assign other duties as necessary. This job description does not constitute a written or implied contract of employment.
The City of Titusville is an Equal Opportunity Employer. In compliance with the American's with Disabilities Act, the City of Titusville will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
The City of Titusville prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
Under supervision of the city manager and assistant city manager, performs coordinates and oversees technical and office administrative duties in support of the city manager, assistant city manager, and the city council, and the city manager's staff. Duties include a wide range of sensitive and complex administrative duties. May supervise clerical and other support staff, and perform other duties as assigned. This position provides highly sensitive support to the city manager, assistant city manager, and the city council. Responsibilities require the exercise of independent judgment, technical knowledge of the specific area of assignment and of overall city and community activities
Essential Job Functions (Illustrative Only)
Perform a wide range of executive-level administrative duties in support of daily operations within the City Manager's Office.
Serve as a liaison representing the City to the public, businesses, City Council members, and local, county, and state agencies.
Coordinate administrative activities and scheduling to ensure efficient and seamless office operations.
Review, analyze, and summarize reports and documents, including preparation of City Manager reports for City Council.
Screen and prioritize incoming calls, correspondence, and electronic communications, directing critical matters to City leadership.
Facilitate and manage communication flow between department heads, supervisors, the City Attorney, and the City Manager's Office; ensure timely follow-up and responses to stakeholders.
Establish, organize, and maintain departmental filing systems, including public records and confidential personnel files in compliance with applicable requirements.
Assist in preparing materials for presentations, speaking engagements, and City meetings, including City Council meetings.
Coordinate and support quarterly Executive Leadership Team meetings, including agenda preparation and logistics.
Attend meetings as directed; record, prepare, and distribute accurate meeting minutes.
Assist in coordinating City Council workshops, including strategic planning sessions, citizen engagement meetings, and budget workshops.
Plan and coordinate off-site events involving staff and City Council, such as formal functions and professional association meetings.
Manage logistics and requirements for the City Manager, Assistant City Manager, and City Council members to attend special events.
Oversee and approve materials displayed in the City Hall lobby.
Coordinate and arrange travel for the City Manager, Assistant City Manager, and City Council members.
Maintain and manage calendars, appointments, meetings, and conference schedules for the City Manager and City Council.
Process invoices and payments using the City's financial management system.
Assist in the preparation and ongoing monitoring of budgets for the City Manager and City Council, ensuring fiscal responsibility and adherence to budgetary guidelines.
Knowledge, Abilities and Skills
Knowledge of local government organizational structure and functioning including codes, policies, regulations and procedures related to the city manager's office and other departments affecting the operation of the city.
Basic supervisory principles and practices.
Exemplary customer satisfaction skills, including dealing effectively with the public, elected officials and city staff, both in person and over the telephone.
Teamwork and developing consensus.
Proper English usage, spelling, grammar, and punctuation.
Basic budgeting theories and principles.
Standard office administrative practices and procedures, including the use of standard office equipment.
Performing technical, specialized, complex and difficult office administrative work requiring the use of independent judgment.
Interpreting and implementing policies, procedures and computer applications related to the department or organization.
Analyzing and resolving office administrative and procedural problems.
Performing basic research and preparing reports and recommendations.
Overseeing projects or programs and/or supervising, monitoring and evaluating the work of staff; Organizing own work, coordinating projects, setting priorities, meeting deadlines and following up on assignments with a minimum of direction.
Using initiative and independent judgment within established policy and procedural guidelines.
Providing complex administrative support in the areas of procurement, budgeting, report preparation and staff communication; and
Communicating effectively with co-workers, subordinates, Senior Staff, elected officials, general public, and representatives of public and private organizations.
Proficiency in the use of Microsoft office software, including Excel and PowerPoint applications.
Education & Experience
An associate's degree in business or a Degree Program that may include a field of study related to the work plus three years of office administrative, supervisory or Lead experience in the area related to the work; or any equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed above.
Special Requirements
Possession of valid Florida Operators Class "E" driver's license and acceptable driving record.
Must be able to attend meetings outside of normal business hours.
During occasions of local emergencies this position may be required to report to perform emergency tasks, which may result in extended work hours as well as extended periods of time away from family members. The Incident Commander and the employee's department Head will make the determination as to who will be required to work.
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Requires exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects. Additional physical abilities required:
Speaking: Expressing or exchanging ideas by means of the spoken English word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely. Ability to communicate verbally both in person and over the phone.
Sitting: Ability to sit for extended periods of time.
Standing: Particularly for short periods of time.
Stooping: Bending body downward and forward by bending spine at the waist. Occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
Visual Acuity: Have visual acuity to operate motor vehicles, includes close vision, distant vision, color vision, depth perception, and the ability to adjust focus.
Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
Climbing: Ascending or descending stairs, using feet and legs and/or hands and arms. Body agility is emphasized.
Feeling: Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
Grasping: Applying pressure to an object with the fingers and palm.
Handling: Picking, holding, or otherwise working, primarily with the whole hand.
Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
Kneeling: Bending legs at knee to come to a rest on knee or knees.
Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position.
Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
Reaching: Extending hand(s) and arm(s) in any direction.
Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add or remove duties and assign other duties as necessary. This job description does not constitute a written or implied contract of employment.
The City of Titusville is an Equal Opportunity Employer. In compliance with the American's with Disabilities Act, the City of Titusville will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
The City of Titusville prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.