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Executive Assistant To City Manager/Office Manager

Company

City of Port Orange
Address , Port Orange, 32127, Fl
Employment type FULL_TIME
Salary $50,232 a year
Expires 2023-07-20
Posted at 11 months ago
Job Description
We are so excited that you are interested in working for the City of Port Orange! We thrive on our Core Values which show we C.A.R.E. We are committed to our employees and the citizens of Port Orange and look forward to the opportunity to discuss your future here!
:
POSITION OBJECTIVES
The Executive Assistant provides high level administrative support to the Office of the City Manager. The Executive Assistant must be a detail oriented professional capable of managing the schedules of and communications of key individuals within the City to include the City Manager, Assistant City Managers, Mayor, and Council members. Additionally, this position assists the City Manager and City Clerk with City Council Agenda Items.
ESSENTIAL FUNCTIONS
  • Serves as primary point of contact on day-to-day administrative issues for the Mayor and the Council Members and City Manager’s Office.
  • Responds to a variety of inquiries by residents and businesses regarding City issues.
  • Manages office supplies and inventory for City Manager’s office.
  • Prepares agendas for staff meetings, completes calendar for upcoming meetings, and prepares summary of staff meetings.
  • Other duties as assigned.
  • Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by respondent.
  • Maintains calendars, including coordinating and scheduling meetings and events for City Manager, Assistant City Managers, Mayor, and Council Members.
  • Processes procurement requisitions, invoices, and reconciles bills for payments.
  • Assists the City Manager with budget preparation.
  • Types a variety of forms, records, statements, and reports, including correspondence, requisitions, forms, briefs, bulletins, and various other items.
  • Assists the City Manager and City Clerk within preparation of items and information for City Council meetings.
  • Promotes positive customer service environment internally and externally.
  • Prepares detailed research projects as assigned by City Manager.
  • Works cooperatively with others while exhibiting flexibility in organizing daily tasks and showing initiative in managing workflow.
  • Coordinates travel arrangements and prepares itineraries for City Manager, Assistant City Managers, Mayor and Council Members and any other individuals as directed.
  • Assists in preparation for, response to, and recovery from, the impacts of a wide variety of disasters or emergency situations and may be temporarily assigned to other duties, locations, and shifts.
  • Observes City Hall Cameras for suspicious activity and reports to Police Department if necessary.

This position is part of the City’s Emergency Management Team and, as such, shall be expected to perform all duties that are assigned during an emergency management operation.
Education and Experience
  • Equivalent combination of education and experience.
  • High school diploma or general education degree (GED).
  • Five (5) years’ experience in high level administrative support work preferably at and executive level or municipal clerk work.
Certifications. Licenses, and Registrations
  • Must hold valid Florida driver’s license.

Knowledge, Skills, and Abilities
  • Ability to make decisions in accordance with department and City rules, regulations, and policies.
  • Advanced verbal and written communication skills; must have the ability to prepare documents and compose professional letters, minutes, memoranda, and agenda items.
  • Ability to maintain confidentiality.
  • Ability to effectively establish and maintain working relationships with City employees, elected officials, and the public.
  • Proficiency with Microsoft Office products and Adobe Acrobat, with the ability to quickly learn other software and data base programs.
  • Ability to tactfully, diplomatically, courteously, and effectively discuss inquiries and complaints with the general public.
  • Executive level support skills.
  • Considerable customer service skills, including the ability to project a friendly and helpful demeanor.
  • Ability to meet job demands under some stressful situations.
  • Ability to make work independently on assigned tasks with minimal guidance, and to organize and prioritize duties to meet guidelines.

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PHYSICAL DEMANDS
  • While performing the duties of this job, the employee is regularly required to talk or hear.
  • The employee must regularly lift and/or move up to 25 pounds.
  • Must be able to drive as needed.
  • Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to adjust focus.
  • The employee frequently is required to sit and use hands to finger, handle, or feel objects, tools, or controls.
  • The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl.

WORK ENVIRONMENT
  • The work environment includes those typical of an Office setting.

Compensation Details:
This is a salary, exempt position. Advertised compensation starts at $50,232.00 annual, DOQ.
Regular working hours are Monday-Friday, 8am-5pm, with occasional evening hours to support executive staff.
Please note that the City of Port Orange is an Equal Opportunity Employer and a Drug Free Workplace which extends preference to Veterans. Those applicants who wish to claim Veteran's Preference must provide a DD214 or other supporting documentation that identifies service dates and character of service. The City of Port Orange collects social security numbers only in accordance with General Administrative Code 1-42 Social Security Number Collection Policy. To view the entire policy please click on the link:
https://www.port-orange.org/documents/hr/POLICY-1-42-SSN.pdf
. Online applications are stored on a secure site. Only authorized employees and hiring authorities have access to the information submitted.