Executive Assistant - Serving The City Manager's Office And The City Council

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• Serves as initial and/or primary point of contact for the City Manager’s office. Screens and directs visitors, and replies to general inquiries made via telephone, email, or written correspondence. Escalates or re-directs visitors and/or inquiries as needed
• Determines priority of matters of attention for the Mayor, City Council, and/or City Manager staff; redirects matters to staff or other divisions to handle, or handles matters personally, as appropriate
• Assists with a variety of technical assignments, including conducting research and summarizing findings.
• Receives, opens, and routes mail received by all members of the office and processes mail directed to the City Council and/or City Manager. Prepares responses to routine correspondences independently.
• Prepares communications, memoranda, and/or proclamations in conformance with City policies, to meet both routine and ad-hoc, given brief instructions
• Plans and arranges meetings, including scheduling, sending reminders, conference attendance, and organizing catering when necessary
• Makes appointments and maintains calendars for Mayor, City Council, and City Manager office members; maintains updates or changes as needed
• Coordinates work with other City Manager staff as needed; plays a key role in the coordination of City staff efforts both within and outside of the division
• Arranges travel and accommodations as needed; reconciles travel expenditures
• Keeps the Mayor, City Council, and/or City Manager staff advised of time-sensitive and priority issues, ensuring appropriate follow-up
• Provides administrative assistance, such as taking and transcribing dictation, drafting a variety of documents, technical and statistical reports, meeting minutes and other materials where a knowledge of format and presentation is necessary, for the Mayor, City Council, and members of the City Manager’s office; Maintains confidentiality
• Demonstrates a high degree of discretion and confidentiality. Attends meetings and prepares or processes documentation which may relate to confidential matters or require discretion

• Maintains schedule of items for City Council meetings
• Performs purchasing duties for the City Manager’s office
• Acts as backup time-keeper
• Maintains confidential personnel and related files in an efficient and organized manner

• Prepares and/or processes purchase orders
• Submits timekeeping information and adjusts time and attendance for employees as needed
• Accountable for inventory and/or property management
• Exercises fiscal responsibility and discretion in use of funds via Purchasing Card; tracks expenditures and submits for invoicing

• City functions, organization, and policies
• Developing internal processes and filing systems
• Standard office practices, procedures, equipment, and executive assistant best practices
• Professional verbal and written communication skills

• Utilizing Oracle for use of timekeeping and/or records management
• Organization
• Use of computers and software applications to a moderate degree of proficiency
• Time management
• Microsoft Office suite, with a working knowledge of Microsoft Excel and a high degree of expertise with Microsoft Word and Outlook
• Use of grammar and ability to write, type, edit and proofread for accuracy

• Establish and maintain effective working relationships with City officials, other government officials, associates, and the general public
• Demonstrate superb typing skills by scoring 45 wpm on a standard typing test.
• Serve the public and interact with fellow employees with honesty, integrity, and respect
• Work independently and collaboratively with internal and external partners
• Use discretion and judgement in the distribution or disclosure of confidential information
• Manage tasks and deadlines in an organized and professional manner
• Work under pressure with varying deadlines.
• Adapt to changing priorities and exhibit flexibility
• Organize and coordinate multiple and concurrent projects and/or priorities
• Maintain administrative and fiscal records, prepare reports, purchase orders,

• Possession of a valid State of Florida Class ‘E’ driver’s license
• Five (5) years administrative experience with progressive responsibility in an office setting in support of upper management. With specific experience in records or documentation management, communication, and executive support.
• An associate degree from an accredited college or university or equivalent amount of college level coursework in public administration, business administration, communications, or related field
• Previous experience in local government administration is highly preferred

• Employment Verification
• Drug and Alcohol Screens
• Motor Vehicles Report (MVR) Check
• Criminal Background Check
• Professional References Check

The City of Boca Raton is an Equal Opportunity, Inclusive, Veteran's Preference Employer and Drug Free Workplace. It is the policy of the City of Boca Raton to prohibit discrimination on the basis of race, color, religion, gender, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status or condition protected by applicable federal, state or local laws.