Executive Assistant
3.
8 Bradenton, FL Bradenton, FL Full-time Full-time $18.
67 - $28.
01 an hour $18.
67 - $28.
01 an hour 7 days ago 7 days ago 7 days ago Department/Location:
City Administration Division FLSA Status:
Non-Exempt Bargaining Unit:
None Classification:
Non-essential Schedule:
This position normally works a regular weekday daytime shift Supervision Exercised:
None Supervision Received:
Reports to the City Administrator, Chief Operating Officer, , City Clerk and Policy, Planning & Procedures Administrator General Purpose of the Position:
The purpose of this position is to provide advanced, highly detailed and responsible office and project management assistance for the City of Bradenton City Administration Division.
The main function of the City Administration Division is to oversee the day-to-day operations of the City ensuring the citizens receive high-quality services.
The City Administration Division manages the Fire Department, Administrative Services, Planning & Community Development, Public Works & Utilities, Finance, City Clerk, and Information Technology Departments.
The City Administration Division operates under the direction of the Mayor and City Council.
Nature of Work:
This is a professional, responsible position handling office administration for the Office of the City Administration Division.
Work will include management of department documents, contracts and files; assistance with budget activities; consolidation and dissemination of financial reporting; broad-based research; professional writing including policies and procedures; and some grant administration/reporting.
Work is performed within established rules, regulations and policies.
Work will also include general office operations including screening calls, office visitors and mail; arranging conferences and meetings; answering or transferring requests for information and performing other important public relations activities.
With increased experience an employee in this class will assist in resolving complex and unusual administrative situations in addition to the foregoing.
Work is carried out with considerable latitude, requiring independent judgment and initiative within the framework of the city's Code of Ordinances and departmental policies and procedures.
Work is reviewed through conferences, observation, analysis of written work and evaluation of results achieved.
Illustrative Examples of Work:
Provide varied administrative support services; research and/or prepare drafts and accurate final copies of correspondence, reports, documents and memoranda.
Perform project-based research and analysis.
Ensure that department contracts, leases, agreements are logically maintained and terms are being complied with.
Receive and assist visitors or employees in the Office of the City Administration Division.
Maintain files and correspondence for the department, , invoices and requisitions for the department, maintain adequate supplies for the department.
Receive, screen and assist callers; notify personnel of meetings, appointments, specific duties or occurrences; make arrangements for conferences and meetings; participate in preparing meeting agendas; make appointments for the immediate administrative staff; proofread reports, forms and other typed matter for accuracy; correct grammatical usage and appearance; may make travel arrangements as required.
Take and transcribe accurate minutes of the City Council and departmental meetings, and draft general reports of proceedings.
Coordinate and/or carry out projects in whole or in part from concept to completion, using problem-solving and research and evaluation skills to resolve issues independently.
Oversee and participate in the preparation of detailed reports, policies, summaries and presentations including the city-wide budget, administrative policy manual, standard operating procedures manual, etc.
; ensure that necessary follow-up work is completed within specified time-frames.
Presentation of reports, analysis and publications in support of the City Administration Division may be required on occasion.
Assist citizens in determining what governmental agency they should speak with in the event their needs for services do not fall within the purview of the City Administration Division.
Tactfully respond to citizens' complaints and troubleshoot solutions with assistance of the appropriate City department and/or Legislative personnel.
Conduct research utilizing all available resources, including social media, for relevant, meaningful departmental training, programs and/or department growth and advancement opportunities.
Become a Notary Public and be available to witness, attest or certify various documents as requested.
Assist the City Council and City Clerk with functions (i.
e.
agendas, minutes, etc.
) and any additional projects as requested or required.
In the absence of the City Clerk, attend City Council meetings to record minutes and collect all documentation presented to the City Council.
Following City Council meetings, scan and file all approved documents (i.
e.
Ordinances, Resolutions, Contracts, etc.
) in the appropriate folders and assist the City Clerk in writing the minutes from the meeting.
Desirable Knowledge, Skills and Abilities:
Ability to appreciate the importance of working with confidential or discreet information, and maintain trust within the City Administrative Division team.
Extensive knowledge of business English, with an emphasis on grammar, punctuation, spelling; also public relations and telephone etiquette.
Thorough knowledge of the professional practices, procedures, systems and equipment utilized in a modern office environment.
Must continually develop a thorough understanding of all City departments in order to provide thorough aid and assistance to internal and external customers.
Knowledge of computer applications to include Microsoft Office applications such as Word, Excel, Outlook, PowerPoint, and Publisher, and Adobe Acrobat.
Ability to create interactive forms.
Ability to recall and relate information accurately and reliably and to understand and carry out complex oral and written instructions, prioritize work and meet time restraints.
Ability to work independently and carry out assigned projects to completion with little to no instruction.
Ability to proactively seek support or assistance from co-workers when appropriate.
Ability to adhere to prescribed routines and practices.
Ability to multi-task, effectively managing multiple projects, and maintaining complex records.
Ability to establish and maintain effective working relationships with employees (including Mayor, City Council and department heads), outside agencies such as several Manatee County offices, as well as state legislators, etc.
; co-workers; and the public, as necessitated by the work.
Must be team-oriented, highly accurate, and self-motivated with the ability to pay close attention to details.
Other related duties as assigned.
Other Equipment and Software Requirements:
Laserfiche (Document Management Software); Munis ERP software; telephone; copy machine; printers; and other office equipment.
Desirable Training and
Experience:
Graduation from an accredited college or university with a bachelor's degree in a business-related field (some finance background preferred), OR 3 years of experience working in a capacity similar to that defined within the job description, or an equivalent combination of education, training, and experience at the discretion of the Administrative Services Director.
Environmental Conditions:
Indoors in an office environment.
Must be able to work closely with others and under time-sensitive conditions on occasion.
Pay Grade:
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position.
Employee(s) will be required to follow any other job related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.
A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties.
Duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.
To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently.
The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.
This document does not create an employment contract, implied or otherwise, other than an at will relationship.
Job Type:
Full-time Pay:
$18.
67 - $28.
01 per hour
Benefits:
Dental insurance Health insurance Life insurance Paid time off Retirement plan Vision insurance Schedule:
8 hour shift Ability to Relocate:
Bradenton, FL 34205:
Relocate before starting work (Required) Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
8 Bradenton, FL Bradenton, FL Full-time Full-time $18.
67 - $28.
01 an hour $18.
67 - $28.
01 an hour 7 days ago 7 days ago 7 days ago Department/Location:
City Administration Division FLSA Status:
Non-Exempt Bargaining Unit:
None Classification:
Non-essential Schedule:
This position normally works a regular weekday daytime shift Supervision Exercised:
None Supervision Received:
Reports to the City Administrator, Chief Operating Officer, , City Clerk and Policy, Planning & Procedures Administrator General Purpose of the Position:
The purpose of this position is to provide advanced, highly detailed and responsible office and project management assistance for the City of Bradenton City Administration Division.
The main function of the City Administration Division is to oversee the day-to-day operations of the City ensuring the citizens receive high-quality services.
The City Administration Division manages the Fire Department, Administrative Services, Planning & Community Development, Public Works & Utilities, Finance, City Clerk, and Information Technology Departments.
The City Administration Division operates under the direction of the Mayor and City Council.
Nature of Work:
This is a professional, responsible position handling office administration for the Office of the City Administration Division.
Work will include management of department documents, contracts and files; assistance with budget activities; consolidation and dissemination of financial reporting; broad-based research; professional writing including policies and procedures; and some grant administration/reporting.
Work is performed within established rules, regulations and policies.
Work will also include general office operations including screening calls, office visitors and mail; arranging conferences and meetings; answering or transferring requests for information and performing other important public relations activities.
With increased experience an employee in this class will assist in resolving complex and unusual administrative situations in addition to the foregoing.
Work is carried out with considerable latitude, requiring independent judgment and initiative within the framework of the city's Code of Ordinances and departmental policies and procedures.
Work is reviewed through conferences, observation, analysis of written work and evaluation of results achieved.
Illustrative Examples of Work:
Provide varied administrative support services; research and/or prepare drafts and accurate final copies of correspondence, reports, documents and memoranda.
Perform project-based research and analysis.
Ensure that department contracts, leases, agreements are logically maintained and terms are being complied with.
Receive and assist visitors or employees in the Office of the City Administration Division.
Maintain files and correspondence for the department, , invoices and requisitions for the department, maintain adequate supplies for the department.
Receive, screen and assist callers; notify personnel of meetings, appointments, specific duties or occurrences; make arrangements for conferences and meetings; participate in preparing meeting agendas; make appointments for the immediate administrative staff; proofread reports, forms and other typed matter for accuracy; correct grammatical usage and appearance; may make travel arrangements as required.
Take and transcribe accurate minutes of the City Council and departmental meetings, and draft general reports of proceedings.
Coordinate and/or carry out projects in whole or in part from concept to completion, using problem-solving and research and evaluation skills to resolve issues independently.
Oversee and participate in the preparation of detailed reports, policies, summaries and presentations including the city-wide budget, administrative policy manual, standard operating procedures manual, etc.
; ensure that necessary follow-up work is completed within specified time-frames.
Presentation of reports, analysis and publications in support of the City Administration Division may be required on occasion.
Assist citizens in determining what governmental agency they should speak with in the event their needs for services do not fall within the purview of the City Administration Division.
Tactfully respond to citizens' complaints and troubleshoot solutions with assistance of the appropriate City department and/or Legislative personnel.
Conduct research utilizing all available resources, including social media, for relevant, meaningful departmental training, programs and/or department growth and advancement opportunities.
Become a Notary Public and be available to witness, attest or certify various documents as requested.
Assist the City Council and City Clerk with functions (i.
e.
agendas, minutes, etc.
) and any additional projects as requested or required.
In the absence of the City Clerk, attend City Council meetings to record minutes and collect all documentation presented to the City Council.
Following City Council meetings, scan and file all approved documents (i.
e.
Ordinances, Resolutions, Contracts, etc.
) in the appropriate folders and assist the City Clerk in writing the minutes from the meeting.
Desirable Knowledge, Skills and Abilities:
Ability to appreciate the importance of working with confidential or discreet information, and maintain trust within the City Administrative Division team.
Extensive knowledge of business English, with an emphasis on grammar, punctuation, spelling; also public relations and telephone etiquette.
Thorough knowledge of the professional practices, procedures, systems and equipment utilized in a modern office environment.
Must continually develop a thorough understanding of all City departments in order to provide thorough aid and assistance to internal and external customers.
Knowledge of computer applications to include Microsoft Office applications such as Word, Excel, Outlook, PowerPoint, and Publisher, and Adobe Acrobat.
Ability to create interactive forms.
Ability to recall and relate information accurately and reliably and to understand and carry out complex oral and written instructions, prioritize work and meet time restraints.
Ability to work independently and carry out assigned projects to completion with little to no instruction.
Ability to proactively seek support or assistance from co-workers when appropriate.
Ability to adhere to prescribed routines and practices.
Ability to multi-task, effectively managing multiple projects, and maintaining complex records.
Ability to establish and maintain effective working relationships with employees (including Mayor, City Council and department heads), outside agencies such as several Manatee County offices, as well as state legislators, etc.
; co-workers; and the public, as necessitated by the work.
Must be team-oriented, highly accurate, and self-motivated with the ability to pay close attention to details.
Other related duties as assigned.
Other Equipment and Software Requirements:
Laserfiche (Document Management Software); Munis ERP software; telephone; copy machine; printers; and other office equipment.
Desirable Training and
Experience:
Graduation from an accredited college or university with a bachelor's degree in a business-related field (some finance background preferred), OR 3 years of experience working in a capacity similar to that defined within the job description, or an equivalent combination of education, training, and experience at the discretion of the Administrative Services Director.
Environmental Conditions:
Indoors in an office environment.
Must be able to work closely with others and under time-sensitive conditions on occasion.
Pay Grade:
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position.
Employee(s) will be required to follow any other job related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.
A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties.
Duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.
To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently.
The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.
This document does not create an employment contract, implied or otherwise, other than an at will relationship.
Job Type:
Full-time Pay:
$18.
67 - $28.
01 per hour
Benefits:
Dental insurance Health insurance Life insurance Paid time off Retirement plan Vision insurance Schedule:
8 hour shift Ability to Relocate:
Bradenton, FL 34205:
Relocate before starting work (Required) Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
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