Executive Assistant To The City Manager

Salary : $47,320.00 - $60,320.00 Annually
Location : Atlantic Beach, FL
Job Type: Full-Time
Job Number: 24-08
Department:City Manager
Opening Date: 12/01/2023
Closing Date: 12/15/2023 11:59 PM Eastern
General Summary
GENERAL SUMMARY:
Performs a wide range of highly responsible, critical and complex administrative and executive support related tasks in relieving the City Manager and Deputy City Manager of administrative detail while using independent judgment. Assists with all aspects of the department's operations. Requires the ability to interact with staff (at all levels), sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and sensitivity. Requires excellent level of written and verbal communication skills, strong decision-making ability and attention to detail. Ability to work effectively under deadlines and see projects and other matters to resolution, with timely follow-up and communication of results. Performs administrative and clerical work of a diverse nature that may require in-depth knowledge of the organization, programs, policies and procedures of the assigned area and a general knowledge of other City programs. Provides responsible, professional administrative support under the general supervision of the City Manager/Deputy City Manager and must have the ability to work independently with little or no supervision. Performance is reviewed through evaluation of work performed, results achieved, and discussions.
DISCLAIMER: The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of employees assigned to this job.
Duties and Responsibilities
DUTIES AND RESPONSIBILITIES:

• Receives and screens incoming calls and visitors, determines which are priority matters, and informs the City Manager/Deputy City Manager accordingly; makes referrals to appropriate staff or provides requested information.
• Handles all types of inquiries, questions and complaints from other agencies and the general public to include such from hostile and/or irate individuals; follow-up as necessary.
• Performs public relations functions with public, City Commission, Department Heads and staff.
• Serves as liaison between the City Manager/Deputy City Manager, other city departments, elected officials, the public and external agencies.
• Builds effective working relationships with elected officials, city leaders, department heads and other city staff.
• Anticipates potential needs of the City Manager/Deputy City Manager based upon scheduled appointments; documents/reports, conference room reservations, and catering (if needed).
• Assists City Manager/Deputy City Manager with various duties, as needed, in preparation for, during, and following emergencies, including but not limited to hurricanes.
• Assists the City Manager/Deputy City Manager with the finalization of the City Manager's agenda for City Commission meetings; collects agenda items from Department Heads and reviews staff reports for consistency, accuracy and completeness.
• Composes, formats and types from rough draft, or verbal instructions; letters, memos, forms, reports, spreadsheets, resolutions, proclamations, PowerPoint presentations and other communication.
• Maintains appointment calendar for City Manager and Deputy City Manager, requiring interaction with internal staff members and external agencies, consultants and Mayor and Commission, to coordinate a variety of complex meetings.
• Assists Deputy City Manager with organizing city departments' weekly highlights.
• Assists the Deputy City Manager, as needed, with newsletters, graphics and other public information and marketing communication.
• Performs research; retrieves records and data for reports; assists in the preparation and maintenance of department records; digitizes department files to Laserfiche.
• Arranges and coordinates special events and meetings for city staff and City Commission as required; includes Board/Committee Member Annual Reception, Strategic Planning Workshops, and NE FL League of Cities dinner, Opening of the Beaches Parade, ribbon cutting and dedication ceremonies.
• Coordinates events; reserves onsite and offsite venues; coordinates outside attendees; prepares invitations; handles set-up and catering.
• Handles membership renewals, registrations, travel arrangements and reservations for meetings, luncheons and conferences for City Manager/Deputy City Manager and City Engineer.
• Assists Deputy City Manager with Website management; monitors City's website to ensure information remains current; reviews and updates web page links, as needed.
• Assists Deputy City Manager with social media publishing functions as well as the City newsletter, as needed.
• Participates in budget preparation for department.
• Assists the City Manager in various functions, as needed.
• Assists the Deputy City Manager with the promotion/distribution of quarterly Blood Drive information.
• Manages the City's Memorial Park Bench Program; review applications, receive payments, purchase park benches, track delivery and schedule installation.
• Assists with special projects; conduct research and compile information for reports; prepare correspondence, relay instructions and information to department heads and ensure follow-up; assist with prioritizing matters needing the City Manager/Deputy City Manager's attention.
• Purchases and maintains office supply inventory for department; responsible for ordering necessary supplies and services (janitorial supplies, postage, coffee, office supplies, etc.) for City Hall; input purchase requisitions, track and receive purchase orders and invoices; review various billings and prepare invoices for payment.
• Oversees record-keeping functions; establish and maintain a comprehensive filing system; maintain and update office manuals, departmental files; coordinate records going to archives and to be destroyed.
• Attends staff, special committee and other meetings as required.
• Assists with monitoring the cleanliness of City Hall/Chamber; point of contact for matters pertaining to building maintenance, landscaping and repair work of City Hall/Chamber.
• Ensures preventive maintenance is performed on postage meter machine; troubleshoots malfunctions, calls for repairs and maintains equipment inventories; responsible for tracking funds and loading postage meter when necessary; instructs city personnel on proper use of mail machine.
• Composes and types correspondence including letters, memorandums, and resolutions; type using PC-based word processing software and process letters, forms, reports, schedules, manuals, booklets, requisitions, purchase orders, and related paperwork; type information or enter data into computer.
• Conducts research and special projects as directed by City Manager/Deputy City Manager; participates in special projects; works in collaboration with staff; and provides assistance to departments, when requested.
• Works independently, exercises good judgment in making decisions and in performing tasks that involve numerous details.
• Performs all other related duties as required.

Education and Experience
Education and Experience:
High School Diploma or equivalent and at least four (4) years of increasingly responsible administrative experience.
Licenses and/or Certificates:
Notary Public for the State of Florida; must be able to obtain within six (6) months of hire.
Knowledge, Skills, and Abilities:
Knowledge of current office practices and procedures in planning and organizing work to meet goals and objectives. Knowledge of business English, spelling, grammar, composition, and mathematics. Knowledge of municipal government organization and services provided.
Skill in computer operation, including proficiency in the use of Microsoft Word, Microsoft Excel, PowerPoint, and Outlook. Skill in the use of digital office equipment including laser printers, scanners, computer-based fax systems, and Laserfiche storage system. Skill in communications, including proficiency in English, grammar, and sentence structure, as well as the ability to provide detailed information through written and verbal communication. Skill in composing effective and accurate correspondence and reports and to provide complicated or detailed information through written and verbal communication.
Ability to maintain confidential information and materials. Ability to work independently, with little or no supervision, and under pressure with short deadlines. Ability to deal tactfully and courteously with other agencies, the public, and employees. Ability to handle all types of inquiries, questions, and complaints from other agencies and the general public to include such from hostile or irate individuals. Ability to carry out a wide scope of administrative procedures. Ability to work in a fast paced environment meeting project deadlines as assigned. Requires excellent organizational skills, time management and the ability to multi-task.
The City of Atlantic Beach offers a complete benefits package options to full-time employees including: medical, dental, vision, life insurance, medical and dependent care flexible spending accounts, defined benefit or defined contribution pension, holidays, personal time off and deferred compensation.
To learn more details, visit our benefits page.