Executive Assistant - City Administration

WORK OBJECTIVE

This is a position responsible for the performance of complex and varied office duties in the City Manager's Office. The work requires the exercise of good judgment. Work is done under general supervision of the City Manager.

ESSENTIAL FUNCTIONS

• Facilitates the day-to-day activities of the City Manager's Office, with frequent interaction with all City organizational levels, the public, vendors, and others both in person and via the phone.
• Coordinates information flow for the City Manager and Senior Staff, including taking and responding to phone calls, reviewing, and responding to incoming mail and email, and referring to appropriate parties for response or action when needed.

• Prioritizes, organizes, and performs a variety of administrative tasks; municipal procedures, practices and policies; and general office procedures including maintaining complex and confidential records and files, collecting and distributing mail, providing information to the public, coding and processing invoices, purchasing office and operating supplies, and making travel arrangements for staff.

• Drafts various correspondence to internal and external contacts including city staff, suppliers and the public when appropriate.

• Schedules, coordinates, and takes minutes for meetings in order to prepare an accurate record of events.

• Provides information and assistance as requested to internal customers and the public.
• Researches, analyzes, and performs special projects for the City Manager and Senior Staff.
• Maintains files and records for the City Manager and Senior Staff.
• Assists City Manager in the preparation and monitoring of the city budget.
• Knowledgeable of and able to research and interpret City Charter and Code.
• Provides administrative assistance to City Administration and other City Leaders as requested.
• Other projects and duties as assigned.

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MINIMUM QUALIFICATIONS

• Associate Degree and seven years of progressively responsible administrative experience, or the equivalent combination of education, experience, and/or training. A Bachelor's degree is preferred.
• Advanced knowledge and experience with Microsoft Office products, including Outlook, Word, Excel, and PowerPoint, and the ability to learn and utilize other specialized software programs.
• Ability to accurately type at a speed of 60 words per minute.
• Possesses and maintains a valid Florida Driver's License and acceptable driving record.

KNOWLEDGE, SKILLS AND ABILITIES

• Builds and maintains positive relationships with diverse groups including all organizational levels, City supervisors and Officials, and the public, both on the telephone and in person while demonstrating professionalism, courtesy, and responsiveness.
• Exercises critical thinking skills and appropriate judgement.
• Able to work independently without close supervision and work in a collaborative manner.
• Excellent interpersonal skills (verbal and written), including the ability to effectively present information to both small and large groups.
• Strong attention to detail, customer service, follow-through, time management, prioritization, organization, and multi-tasking skills with the ability to effectively meet competing deadlines.
• Ability to type with accuracy and prepare concise correspondence, materials, and reports using proper formatting, grammar, spelling, punctuation, sentence structure and proofreading.
• Ability to read, understand and interpret manuals, statutes, ordinances, policies and procedures, journals, newspapers, correspondence, and reports.
• Ability to create and maintain moderately complex records; enter, retrieve, compile, and analyze data; sort, create, and distribute various reports, files, and materials; and operate basic office equipment including a personal computer, printer, telephone, and copier.
• Maintains and handles confidential and sensitive issues requiring a high degree of discretion, diplomacy, and tact.

Exceptions to the minimum qualifications must be reviewed by the Human Resources Director and approved by the City Manager prior to job offer.

WORKING ENVIRONMENT/CONDITIONS

• Work is performed in an office setting and involves intermittent sitting, standing, bending, stooping, crouching, reaching, and walking, with the potential for extended period of standing and sitting.
• Intermittent lifting, pushing, and pulling of light objects and moderately heavy objects up to 25 lbs.
• Requires visual and muscular dexterity and hand/eye coordination for extended periods, hearing sounds/communication, close vision, handling/grasping/fingering objects, and lifting/carrying objects.

The City of Winter Garden is an Equal Opportunity Employer. In compliance with Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the City of Winter Garden provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.