The Executive Assistant to the City Manager is the principal administrative assistant to the City Manager for the City of Casselberry. The Executive Assistant to the City Manager performs advanced secretarial and clerical work and exercises considerable discretion for independent decisions based on experience, and technical and professional knowledge. The Executive Assistant to the City Manager represents the City Manager both internally and externally and serves to communicate with elected officials, government officials, City staff and the public. As liaison for the City Manager he or she conveys policy decisions and directives to affected parties.
A. Employees Supervised: The Executive Assistant to the City Manager does not have supervisory responsibilities.
B. Interrelationships/Contacts: The Executive Assistant to the City Manager works closely with City Commission members, City staff, City Attorney, government officials and members of leadership, consultants, vendors, other municipalities, customers and community members.
Examples of Essential Functions:
Provides clerical and administrative support to the City Manager. (95%)
Coordinates the activities of the City Manager and certain activities of the City Commission. Assures that all information is disseminated as may be appropriate.
Maintains City Manager's calendar and contact information. Coordinates and/or schedules meetings.
Monitors and maintains awareness of the work schedules and calendars of, coordinates leave request forms of, and reviews time sheets of, direct subordinates to the City Manager.
Attends all staff meetings and when assigned, follows up on the completion of tasks directed by the City Manager to subordinates.
Contributes to the completion of City Commission, and other meeting, agenda material preparation.
Reviews with attention to detail a variety of data for accuracy, completeness, clarity, grammar and conformance to established standards and procedures.
Reviews the City's website for timely, complete and accurate information. Calls for updates and revisions from City Departments regularly, and provides gathered information to the City Clerk.
Serves as the first point of contact for incoming correspondence, voice communications and visitors for the Administration Department.
Gathers, examines, organizes, analyses, and evaluates in-coming correspondence, data and information, and takes appropriate action thereon.
Responds to inquiries for information, resolves or redirects citizen concerns; provides information, guidance or assistance.
Composes correspondence, formal letters, e-mails and other documents, often without instruction or review.
Manages record keeping for the City Manager. Sorts and files records and determines proper file designation.
Maintains expenditure records for the City Manager. Prepares purchase requisitions and processes invoices for payment.
Researches, collects, and prepares data for reports and special projects.
Assists in the preparation and production of the annual budget.
Coordinates content and publication of the City Manager's annual report (PAFR) with the Finance Department.
Deals with confidential and sensitive issues requiring a high degree of discretion, diplomacy and tact.
Adheres to laws, regulations and policies of the City and of the assigned Department. Follows instructions provided by the City Manager or their designee.
Works independently with minimal direction and/or supervision.
Additional Duties and Responsibilities (5%)
Performs all duties and responsibilities in a manner consistent with the core values of the City, and consistent with City and Department policies.
Follows safe working practices and has a working knowledge of safety practices and procedures.
Represents department on committees, conferences and other special projects as assigned by the City Manager.
Assists the City Clerk when assigned.
Participates in department meetings, staff meetings and other related activities.
Completes the identified required or assigned training timely and applies acquired knowledge and/or skills.
Maintains, preserves, retains and disposes of public records according to FS Chapter 119.
Emergency Management Role
Participates as a member of the City staff as required to take action in the event of an emergency.
Acts in the assigned role to support the City in disaster preparation and/or disaster recovery efforts as described in the City of Casselberry Emergency Management Plan, supervisor or designee. As a member of the City Administrative staff may be responsible for safeguarding the records of the City Manager in the event of an emergency.
(These essential and additional job functions are not to be construed as a complete statement of all duties per formed. Employees will be required to perform other job related marginal duties as required.)
Typical Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Education and Training: A minimum of a High School Diploma or G.E.D. equivalent is required; Associates' Degree or higher (AA/AS) is preferred. A comparable combination of education and experience may be considered.
Experience: A minimum of five (5) years' experience at an administrative management level within a government agency or business is required.
Certificates, Licenses and/or Registrations Required: Must possess and maintain a valid Florida Driver's license is required. A Motor Vehicle Record (MVR) check will be made to determine acceptance of past driving record. Must obtain and maintain valid State of Florida Notary Public Commission.
Security Clearance: Florida Department of Law Enforcement background clearance is required.
Knowledge, Skills and Abilities:
Knowledge of local, state and federal regulations affecting work.
Knowledge of the functions and organization of the municipal government.
Knowledge of current business management practices.
Skill in effectively dealing with the public and other agencies in a courteous, tactful and impartial manner.
Ability to establish and maintain effective working relationships with other employees and the public.
Ability to operate a motor vehicle.
Ability (intermediate to advanced level) to utilize Microsoft Office Suite, e.g. Outlook, Word, Excel, PowerPoint, and Publisher.
Ability to maintain confidential information.
Ability to support the mission statement of the City of Casselberry: The City of Casselberry is a community that provides high quality service through dynamic leadership, strategic thinking, prudent resource management, and effective partnerships with its citizens and businesses.
Ability to support the core values of the City of Casselberry
Ability to support the vision of the City of Casselberry of a vibrant, affordable, diverse, and progressive community where citizens feel safe, enjoy their neighborhoods, and access their city government.
Supplemental Information: The work environment and physical demands described here are representative and not intended to be all-inclusive of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made when requested to enable individuals with disabilities to perform the essential functions.
A. Work Environment: This position primarily performs the duties in an office environment. The noise level in the work environment is moderate and consistent with an office environment.
B. Physical Demands: The primary functions require frequent periods of time sitting at a computer, and using hands to handle or feel. Occasionally this position will stand, walk, bend and drive. In addition, this position may be required to occasionally lift and carry up to ten (10) pounds with or without assistance of another person or utilization of lifting equipment. This position regularly is required to use vision, speech and hearing, with or without assistive devices.
C. Equipment/Tools and Technology Used: This position utilizes the following tools and equipment while performing the duties of the job: Desktop computer, desk phone, desktop scanner, fax, and printer/peripherals.
D. Employee Infection/Exposure Risk Classification: Category III: Employee performs tasks that involve no exposure to blood, body fluids or other potentially infectious materials (OPIM). Persons who perform these duties are not called upon as part of their employment to perform or assist in emergency medical care or first aid, or to be potentially exposed in some other way. Tasks that involve handling of implements or utensils, use of public or shared bathroom facilities or telephones, and personal contact such as handshaking are Category III tasks.