Hybrid Executive Assistant bei City of Boca Raton, FL

About the Department

The Executive Assistant is a key contributor to the City Manager’s administration team in support of the operational needs of the City of Boca Raton. Under the supervision of the Executive Office Manager, the Executive Assistant performs difficult skilled clerical work and is a main point of contact within the City Manager’s office for residents, businesses, City officials and staff.

 

The Executive Assistant provides broad clerical support to the Mayor, City Council, as well as members of the City Manager’s office. 

Position Duties

• Serves as initial and/or primary point of contact for the City Manager’s office. Screens and directs visitors, and replies to general inquiries made via telephone, email, or written correspondence. Escalates or re-directs visitors and/or inquiries as needed
• Makes appointments and maintains calendars for Mayor, City Council, and City Manager office members; maintains updates or changes as needed
• Determines priority of matters of attention for the Mayor, City Council, and/or City Manager staff; redirects matters to staff or other divisions to handle, or handles matters personally, as appropriate
• Keeps the Mayor, City Council, and/or City Manager staff advised of time-sensitive and priority issues, ensuring appropriate follow-up 
• Prepares communications, memorandums, and proclamations in accordance with city policies, based on brief instructions, to fulfil both routine and ad hoc needs.
• Receives, opens, and routes mail received by all members of the office and processes mail directed to the City Council and/or City Manager. Prepares responses to routine correspondences independently. 
• Coordinates work with other City Manager staff as needed; plays a key role in the coordination of City staff efforts both within and outside of the division
• Plans and arranges meetings, including scheduling, sending reminders, conference attendance, and organizing catering when necessary
• Demonstrates a high degree of discretion and confidentiality. Attends meetings and prepares or processes documentation which may relate to confidential matters or require discretion
• Provides administrative assistance, such as taking and transcribing dictation, drafting a variety of documents, technical and statistical reports, meeting minutes and other materials where a knowledge of format and presentation is necessary, for the Mayor, City Council, and members of the City Manager’s office; Maintains confidentiality
• Arranges travel and accommodations as needed; reconciles travel expenditures
• Assists with a variety of technical assignments, including conducting research and summarizing findings

Related responsibilities:

• Maintains schedule of items for City Council meetings
• Acts as backup time-keeper
• Performs purchasing duties for the City Manager’s office
• Maintains confidential personnel and related files in an efficient and organized manner

Financial responsibilities: 

• Prepares and/or processes purchase orders

• Accountable for inventory and/or property management
• Submits timekeeping information and adjusts time and attendance for employees as needed
• Exercises fiscal responsibility and discretion in use of funds via Purchasing Card; tracks expenditures and submits for invoicing

Minimum Qualifications

Knowledge of:

• Standard office practices, procedures, equipment, and executive assistant best practices
• City functions, organization, and policies
• Professional verbal and written communication skills
• Developing internal processes and filing systems

Skilled in:

• Microsoft Office suite, with a working knowledge of Microsoft Excel and a high degree of expertise with Microsoft Word and Outlook
• Utilizing Oracle for use of timekeeping and/or records management
• Use of grammar and ability to write, type, edit and proofread for accuracy
• Use of computers and software applications to a moderate degree of proficiency
• Organization
• Time management  

Ability to:

• Serve the public and interact with fellow employees with honesty, integrity, and respect
• Establish and maintain effective working relationships with City officials, other government officials, associates, and the general public
• Maintain administrative and fiscal records, prepare reports, purchase orders, 
• Manage tasks and deadlines in an organized and professional manner
• Work independently and collaboratively with internal and external partners
• Adapt to changing priorities and exhibit flexibility
• Use discretion and judgement in the distribution or disclosure of confidential information
• Organize and coordinate multiple and concurrent projects and/or priorities
• Demonstrate superb typing skills by scoring 45 wpm on a standard typing test.
• Work under pressure with varying deadlines.

Other Qualifications

• An associate degree from an accredited college or university or equivalent amount of college level coursework in public administration, business administration, communications, or related field.
• Five (5) years administrative experience with progressive responsibility in an office setting in support of upper management. With specific experience in records or documentation management, communication, and executive support.
• Possession of a valid State of Florida Class ‘E’ driver’s license

PREFERRED QUALIFICATIONS:

• Previous experience in local government administration is highly preferred

Additional experience is accepted as a minimum requirement in lieu of the postsecondary degree on the following basis: additional four (4) years in lieu of the bachelor’s degree, and additional two (2) years in lieu of an associate degree.

POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:

Final offer and employment are contingent upon successful completion of the following employment screening items:

• Criminal Background Check
• Employment Verification
• Motor Vehicle Report (MVR) Check

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