An Executive Council Assistant is appointed by an elected official (Council Member) and serves as a direct report to provide assistance in fulfilling the duties of the elected office. The work requires knowledge of administrative practices which are gained through a combination of education, training, and experience. The position requires skill in organizing and prioritizing, as well as, specialized skills in researching, compiling, analyzing, and presenting data, which is usually gained through a combination of training and related experience. Communication skills in understanding and influencing people are required to resolve work related problems or complaints. The work is performed in an office environment and involves operation of personal computers, copiers, facsimile, and other standard equipment, however out of office activities will be included. Good writing, spelling, grammar and computer (typing) skills are required. The work is performed under minimal supervision by the appointing Council Member and work assignments vary.
Examples of Work:
Duties assigned are at the discretion of the appointing authority (Council Member):
- Answers incoming telephone lines.
- Maintains Council Member’s calendar of appointments.
- Schedules meetings in blocks of time to efficiently utilize Council Member’s time in the office.
- Checks Council Member’s business/personal Google calendar for conflicts prior to scheduling any appointment and sends an initiation or otherwise communicates with Council Member’s personal secretary who maintains the Member’s calendar regarding any appointment that is scheduled.
- Attempts to maintain clear calendar during all standing committee times so that the Member can attend or listen to other proceedings.
- Reviews all meeting notices and reservations of conference rooms and notes tentatively on Council Member’s calendar that potential interest to the Council Member (based on subject matter or discuss with the Member).
- Includes on calendar all meetings of committees, etc., to which the Council Member is assigned.
- Handles RSVP’s and tickets.
- Identifies upcoming community events of interest and includes on calendar.
- Greets visitors and escorts them to meeting/office. Extends offers of hospitality as appropriate.
- Makes arrangements for, posts notices of and takes minutes of any public meetings called by the Council Member that are not so recorded by the Legislative Services Division, in accordance with procedures developed by the Council Secretary.
- Maintains files of all correspondence, reports, legislation, and other items that must be maintained in accordance with all public records laws, in manner prescribed by the Council Member may direct.
- Assists the Council Member in preparation for Council and Committee meetings
- Processes complaints received by the Council Member’s office as directed by the Council Member and follows up on or intervenes in such complaints to determine status, resolution or other appropriate action taken by the administrative department or agency to which the complaint is referred.
- Interacts with constituents and administrative personnel to the extent directed by the Council Member, including representing the Council Member at community meetings called by the Council Member or any other official function to which the Council Member may be invited.
- Conducts research on pending legislative items, prepare speeches and make presentations when so directed by the Council Member.
- Maintains project files as directed by the Council Member and meets with administration representatives and constituents to coordinate projects on behalf of the Council Member.
- Prepares correspondence and reports and handles all incoming mail, including preparation of responses.
- Monitors and keeps such records as are necessary regarding expenditures.
- Assists the Council Member in developing legislative programs and proposals, including soliciting input from the community and coordinating with the Office of General Counsel for drafting of same.
- Prepares honorarium resolutions or certificates as directed by the Council Member, and coordinates all aspects of presentation of same.
- Prepares and get approvals of all travel in accordance with applicable provisions of the Ordinance Code, and the Rules of the Council.
- Provides back-up assistance for other Executive Council Assistants if requested by their Council Member.
- Performs other such duties as directed by the Council Member.
Open Requirements/Supplemental Information:
A two-year combination of education, training, and experience in clerical support work which includes at least one year of administrative support or secretarial experience. Must be able to type at a rate of 40 wpm.
ONLINE APPLICATION REQUIRED. Apply at www.coj.net and attach a copy of your resume and if claiming veteran’s preference, attach DD-214 (Form 4), by Friday, April 1, 2013, for consideration.
- In accordance with the City of Jacksonville Ordinance 116.910, effective July 1 2012, any person who is hired or appointed by the City of Jacksonville and does not reside within Duval County at the time of hire, will have six (6) months to establish permanent residency within the boundaries of Duval County. Failure to establish permanent residency within six (6) months shall constitute resignation from employment. Effective July 1 2012, any person who is hired or appointed by the City of Jacksonville and does reside within Duval County at the time of hire, but subsequently moves his/her permanent residence outside the boundaries of Duval County, shall constitute resignation from employment.
City of Jacksonville, FL - 17 months ago