Executive Assistant - City of North Port, FL : Job Details

General Description

The Executive Assistant is responsible for and provides an advanced level of administrative/clerical support to the administrative staff, using technical, organizational, analytical, and clerical skills. Work involves a variety of complex and confidential duties requiring independent judgment, initiative and discretion based upon knowledge of departmental administrative policies and procedures. Work is performed under the supervision of the Chief of Police or his designee.

Essential Job Functions

* Coordinates and arranges meetings and/or events; schedules appointments and manages assigned appointment calendars; provides appropriate background information and/or files for meetings and events.

* Prepares correspondence, reports, meeting minutes and presentations.

* Assists in the proofing, drafting, and distribution of moderately complex documents.

* Researches, reviews, gathers, compiles and maintains detailed and specialized information for reports and department work processes.

* Facilitates review of documents for administrative staff, ensuring proper format, grammar, punctuation, clarity, and consistency with procedural standards.

* Provides high level customer service to city employees, public officials, and citizens.

* Uses independent judgment in communicating with internal and external customers.

* Compose and maintains sensitive and confidential information.

* Accesses, inputs and researches information from the computer, files and records.

* Maintains departmental file process, including yearly review and retention requirements mandated by law.

* Maintains a filing system for retrieval and retention of permanent records of the City.

* Assembles and summarizes information from files and documents.

* Evaluates and makes recommendations on existing office procedures to ensure most efficient use of time, labor, and accurate output.

* Monitors, follow-ups and provides status updates on progress towards completion on all assigned projects to ensure timely reply and action.

* Serves as grievance manager for both union and non-union employees, maintaining proper paperwork and documentation,

(These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other related duties as assigned, including City-directed work assignments in the event of a declared emergency.)

Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event. All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.

Knowledge/Skills/Abilities

* Knowledge of modern business methods, and procedures applicable to public administration and office practices.

* Knowledge of office procedures, equipment, and terminology.

* Knowledge of business English.

* Skilled in composing summaries of minutes.

* Skilled in the operation and care of a computer/word processor, typewriter, copy machines and other assigned office equipment.

* Skilled in customer service, including ability to communicate effectively, both in person and in writing.

* Ability to make sound independent judgment.

* Ability to maintain effective working relationships with fellow employees, superiors, and the public.

* Ability to maintain complex clerical work records and prepare reports.

* Ability to make decisions in accordance with laws, ordinances, and regulations, when necessary.

* Ability in typing at a prescribed rate of speed.

* Ability to be bonded as a Notary Public.

WORK ENVIRONMENT

The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Working Conditions: While performing the duties of this job, the employee's work is typically performed in a safe and secure work environment that may periodically have unpredicted requirements or demands.

Risk/Safety Conditions: This position requires minimal exposure or risk to physical health and/or physical safety (e.g., exposure to environmentally hazardous material, heavy equipment, etc.)

Physical Activities:The work is light: exerting up to 20 pounds of force occasionally, and up to 10 pounds of force frequently, and negligible amount of force constantly to move objects. Additional requirements include: balancing, climbing, crouching, feeling, fingering, grasping, handling, hearing, kneeling, lifting, mental acuity, pulling, pushing, reaching, repetitive motion, speaking, standing, stooping, talking, visual acuity, and walking.Position may require the operation of a City vehicle.(Occasional=1-3 Hrs; Frequent=3-5 Hrs; Constant=5-8 Hrs - Per Workday)

Education, Experience, Licenses and Certifications

Education and Experience:

* High School Diploma from an accredited high school or possession of an acceptable equivalency diploma is preferred.

* Five (5) years of progressively responsible clerical work.

(A comparable amount of relevant training, education and/or experience may be substituted for the above qualifications.)

Licenses and Certifications:

* Will be required to submit to a State and National Criminal Background Investigation.

Emergency Response Responsibility

Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event. All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.

Hiring Range Statement

Please note, the hiring pay range for this position isthe minimum up to a rate equal to or less than the midpoint of the salary range.

Veterans Preference Statement

The City of Nort Port, FL is an Affirmative Action/ADA/Veterans' Preference and Equal Opportunity Employer. Women, Minorities, and Persons with Disabilities are Encouraged to Apply.