City Council Assistant

Salary : $50,273.60 - $65,707.20 Annually
Location : Boca Raton, FL
Job Type: Full-Time
Job Number: 03537
Department: City Manager - Admin, IT, MS
Division: Administration 04/02001
Opening Date: 12/06/2023
Closing Date: 12/13/2023 11:59 PM Eastern
FLSA: Non-Exempt
Bargaining Unit: N
Job Description
If you have a passion for public service, the City of Boca Raton is looking for a curious, critical thinker who is motivated, diplomatic, and organized in their approach to administrative assistance for elected City officials. The ideal candidate for this position has impeccable customer service skills, is tech-savvy with correspondence and scheduling, and is organized and eager to learn about the daily complexities of a busy City.
Provides essential administrative support and assistance to City Council members, including the Mayor. Demonstrates a capacity to navigate interpersonal dynamics adeptly in a role that demands the ability to work cooperatively to meet the expectations of the City Council members served. The role requires a knowledge of City services and a proficiency in functions of the City Manager's Office to handle a broad spectrum of professional-level administrative tasks. These tasks often involve sensitive fiscal, political, and City-wide operational issues. While the work provides direct service fulfilling the administrative needs of the City Council members and Mayor, this position receives operational direction and routine management from the Executive Office Manager.
Essential Functions

• Establishes a professional relationship with City Council Members to facilitate ongoing communication on matters of concern to individual Council Members.
• Greets visitors. Takes and screens telephone calls and mail (both written and electronic) directed to the Mayor and members of City Council.
• Coordinates calendar appointments, meetings, and special events for the Mayor and City Council, including all event details, and coordinates Members' City and personal calendar events and schedules.
• Reviews Council Members' City and personal calendars daily for scheduling conflicts and resolves in consultation with City Council Members.
• Provides daily schedule reminders to City Council Members in the format requested by the Members.
• Provides an upcoming weekly schedule review with City Council Members.
• Assists Council Members with the filing of required County and State reports and forms within established deadlines.
• Maintains relationships with outside agencies and organizations that routinely request Council Members' presence at events and functions in order to facilitate scheduling.
• Maintains a thorough grasp of the details of events and functions to assist Council Members with preparation and participation.
• Drafts and composes correspondence for City Council.
• Makes travel arrangements for the City Council Members, including making reservations, coordinating transportation, and managing the entire City travel request process for reimbursement. Keeps City Council Members informed of progress of travel arrangements, problems, and resolutions.
• Works to support the Mayor and City Council at an administrative professional level, taking direction from the Executive Administrative Assistant on office standards, procedures, schedules, and city operational matters.
• Reviews Council Members' incoming emails to determine appropriate response; independently responds to emails, letters, and general correspondence of a routine nature; routes other correspondence appropriately.
• Compiles data and prepares reports and special documents as assigned.
• Gives information to the public or directs requests to appropriate person.
• Handles a variety of routine administrative or technical assignments.
• Composes and prepares letters, memoranda, reports, presentations, and other documents independently from brief instructions in conformance with policies.
• Sets up and maintains filing systems and office procedures.
• Types reports and statements; keeps confidential files.

Knowledge, Skills and Abilities
Knowledge of:

• Standard office practices, procedures, equipment, and secretarial techniques
• City Council or agency functions, organization, and policies
• Business English and spelling

Skilled in:

• The use of computers and software applications to a moderate degree of proficiency
• The use of a variety of standard and automated office equipment.
• Communication; expressing ideas effectively, in conversation and in writing. Demonstrate an excellent command of grammar.
• Writing, editing, and proofreading for accuracy.

Ability to:

• Establish and maintain effective working relationships with co-workers, vendors, and City officials.
• Serve the public and interact with fellow employees with honesty, integrity, and respect in line with the City's values.
• On occasion, work a flexible work schedule that includes weekdays, weekends, and evenings as needed.
• Draft concise copy for routine correspondence, memos, announcements, etc. which convey intended voice and tone.
• Organize and perform work independently.
• Maintain calendar of deadlines and anticipate time necessary for compliance.
• Lay out and type complex forms and tables.
• Make difficult arithmetical calculations.
• Manage multiple projects, deadlines, and responsibilities. Able to multitask and adapt as needed to shifting priorities.
• Gather, analyze, and synthesize information from various sources, and summarize research findings in a clear and concise manner
• Effectively navigate complex interpersonal dynamics.

Minimum and Preferred Qualifications

• High School Diploma or GED equivalent
• 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:

• 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.
• Experience in facilitating and coordinating executive and/or public meetings to include proper notification, managing attendance tracking, facilitation of meeting logistics to include set up and catering, meeting agenda compilation and minute taking.
• Current Professional Administrative Certificate of Excellence (PACE) or Certified Administrative Professional (CAP) as verified through the International Association of Administrative Professionals (IAAP)

POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:
Final offer and employment are contingent upon successful completion of the following post-offer, pre-employment screening items:

• Criminal Background Check
• Employment Verification
• Reference Checks
• Motor Vehicles Report (MVR) Check

The City of Boca Raton is an Equal Opportunity, Inclusive, Veteran's Preference Employer and Drug Free Workplace. It is the policy of the City of Boca Raton to prohibit discrimination on the basis of race, color, religion, gender, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status or condition protected by applicable federal, state or local laws.
BENEFITS SUMMARY
Full-Time Non-Bargaining Employees
ANNUAL LEAVE: Shall accrue prior to an employee attaining permanent status in the classified service, and may be used after six (6) months of employment at the sole discretion of the Department Head, but it shall not be paid out upon resignation or termination unless the employee has attained permanent status (one full year). The maximum accrual is 360 hours.
Year of Service Accrual 0 to 5 full years 8 hours per month 5 to 10 full years 10 hours per month 10 to 15 full years 12 hours per month 15 full years and over 14 hours per month
CASH OUT OF ANNUAL LEAVE: Employees who have attained permanent status shall be permitted to cash out up to forty (40) hours of accrued and unused Annual Leave, either in a single lump sum payment or two or more partial payments, each fiscal year.
SICK LEAVE: 8 hours per month. Any hours in excess of 960 will be paid off annually at 50%. Upon retirement, employees with a minimum of 5 years continuous service will receive 50% of sick leave balance. Termination for reasons other than retirement shall be entitled to payment for accrued, but unused sick leave, as follows:
Years of service Percentage Less than 2 full years 0% 2 to 5 full years 10% 5 to 10 full years 20% 10 full years or more 30% Retirement (normal, early or disability) 50%
HEALTH INSURANCE (Premiums): Employee Medical (Base Plan) - Paid 100% by City. Employee contributions are required for the buy up employee coverage plans. Employee Dental (DHMO or Basic PPO Plan) & Vision (Basic Plan) paid 100% by City. Employee contributions are required for the Employee + Dependent(s) for the Medical, Dental, & Vision Plan.
CONTINUOUS SERVICE BENEFIT: As of December 1 each year - Paid during the month of December.
Year of Service Benefit 5 to 10 full years $600 annually 10 to 15 full years $800 annually 15 full years and over $1,100 annually
RETIREMENT PLANS: The two pension/retirement options are listed below:

• An option to enroll in a Defined Contribution Retirement Plan. The Defined Contribution Retirement Plan will not require a mandatory contribution. The City will contribute seven (7%) percent of the annual base wages annually. The vesting period for this plan shall be one (1) year from date of hire in the classified service, which coincides with your one-year probationary period.
• An option to enroll in a Defined Benefit Retirement Plan option is available. There is a ten (10) year vesting period with a multiplier of 2.00% at normal retirement and a mandatory seven and three-quarters (7.75%) percent employee contribution.
• The two (2) options will be fully explained prior to an irrevocable selection.

Optional: 457 Deferred Compensation Savings Plan is available.
HOLIDAYS: 14 per year: 11 recognized holidays and 3 floating days which are allocated for the fiscal year beginning October 1, to all 8 hour per day employees. Employees hired between October 1 and March 31 shall receive 3 floating holidays. Employees hired between April 1 and September 30 shall receive 1.5 floating holidays. Floating holidays must be used within the fiscal year. Non-task employees working 10-hour days receive 10, 10-hour paid holidays but do not receive floating holidays.
FUNERAL LEAVE: Up to 3 workdays - In State; Up to 5 workdays - Out of State
TUITION REIMBURSEMENT: Full-time employees are eligible for tuition reimbursement as outlined in the City's Tuition Reimbursement Policy which is available in Human Resources and subject to the availability of departmental funds.
MILITARY LEAVE: Members in military reserve units who attend annual training are entitled to paid leave not to exceed 30 days each calendar year.
EAP: Employees, spouses, and eligible dependents have access to five (5) face-to-face sessions with a counselor through Cigna's Employee Assistance Program (EAP). Services include assistance with legal, financial, parenting, elder care, pet care, and identity theft.
01
Each applicant must complete this supplemental questionnaire as a part of the application screening and selection process. The information you provide will be reviewed and used to determine your eligibility to move forward in the selection process. Incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. Do you agree to answer each supplemental question truthfully and that your responses can be verified from information included within the application?

• Yes
• No

02
Do you possess a valid Florida Class "E" Driver's license?

• Yes
• No

03
What is the highest level of education that you have completed?NOTE: You must attach proof (diploma or degree or transcripts) of highest education completed with your application. Failure to do so may result in your application being marked as incomplete and removed from consideration.

• Less than High School
• High School Diploma or GED
• Trade or Vocational School
• Associates Degree or 60 credits of college courses
• Bachelors Degree
• Masters Degree
• Doctoral Degree

04
Do you have an associate degree from an accredited college or equivalent amount of college coursework in Business Administration and Management, Public Administration, communication or a related field from an accredited college or university?

• Yes
• No

05
How many years of progressively responsible experience do you have in providing administrative, records & documentation management, and communication support to senior level or upper management?

• I have no previous experience
• 6 months but less than 1 year of experience
• 1 year but less than 2 years of experience
• 2 years but less than 3 years of experience
• 3 years but less than 4 years of experience
• 4 years but less than 5 years of experience
• At least 5 years but less than 6 years of experience
• 6 years or more

06
If answered 'Yes' to the question above, do you have experience providing administrative support in a City Manager's Office and/or to a City Council? If you answered 'No' to the question above, please select No.

• Yes
• No

07
Please briefly summarize your experience in public contact customer service work.Th...