Under limited supervision, this confidential position provides professional level assistance directly to the Assistant City Managers. Performs routine to complex administrative and secretarial work to support efficient and effective office operations and relieve the Assistant City Managers of certain administrative tasks. This position is the conduit for the transfer of information from the Assistant City Manager's office to the Department Directors. Performs related work as assigned. Reports to the Assistant City Manager of Operational Services.
Position Duties and Responsibilities:
Assists the Assistant City Managers and others by performing a variety of administrative and secretarial duties, which include but are not limited to researching and compiling data, reviewing and responding to correspondence, composing routine correspondence and composing correspondence for the Assistant City Managers' signature, taking and transcribing dictation, scheduling meetings and appointments, tracking and following up on Assistant City Managers' requests for action on complaints and/or assignments, developing and maintaining computer record-keeping operations, establishing and maintaining files, making travel arrangements, maintaining calendars, etc.
Handles sensitive and confidential information in accordance with City policy and procedures.
Assembles, assists in the preparation in, composes, types, edits, copies, files and/or mails various letters of correspondence, routine reports, agenda items, schedules, meeting minutes, travel vouchers, expense reports, statements, purchase requisitions, invoices, and other documents.
Assists in preparing and implementing the Departments annual operating and capital improvement budgets.
Answers the telephone and/or screens calls for City Manager, Assistant City Managers, and Mayor/City Commission; provides accurate information to callers and/or forwards calls to appropriate City personnel.
Attends various meetings to record proceedings.
Supervises the daily activities of clerical support staff as assigned. Supervisory duties include instructing, planning and assigning work, reviewing work, maintaining standards, coordinating activities, acting on employee problems, and recommending employee discipline and discharge. Reviews the work of subordinates for completeness and accuracy; evaluates and makes recommendations for improvement; provides training, advice and assistance as needed.
Anticipates and prepares materials needed by Assistant City Managers for conferences, meetings, correspondence, etc.; ensures Assistant City Manager's prompt response to correspondence, phone calls, requests, etc.
Assists in preparing and implementing City Commission agenda items, as needed; reviews Departments City Commission agenda items for completeness and accuracy.
Reviews and edits information, and makes recommendations, for various marketing materials promoting Operational programs, facilities, events, etc.
Prepares Purchasing Requisitions and supporting Procurement documents. Tracks expenditures and identifies budget variances.
Assists in the providing of logistical and technical support in various special projects and events.
Receives and responds to inquiries, concerns and complaints from City personnel and the public.
Performs routine clerical work, including but not limited to entering computer data, maintaining logs, copying and filing documents, typing forms, faxing information, processing daily mail, distributing notices and memos, maintaining supplies, etc.
Completes special projects as assigned.
Operates a variety of equipment such as a computer, printer, scanner, typewriter, fax machine, calculator, copier, telephone, dictaphone, two-way radio, etc.
Interacts and communicates with the City Manager, Assistant City Managers, Mayor/City Commission, departmental supervisors and employees, co-workers, subordinates, contractors, developers, other government agencies and external organizations, sales/service representatives, and the general public.
Requires a minimum of ten (10) years of Executive Assistant level experience, preferably in a government environment. Must be able to type with speed and accuracy. Efficient in Microsoft Office Suite applications. Must possess excellent oral and written communication skills.
***** Candidate is required to successfully complete a background screening. *****
The City of Miramar, FL - 17 months ago