What are the responsibilities and job description for the Executive Assistant / Audit Clerk position at City of Daytona Beach, FL?
Department
City Auditor
Location
Default
Position Type
FT Employee
Salary
Weekly Range: $ 926.70 - $1,241.94 (FY25-26 Rate)
Date
2025.10.02
Description
Purpose
Under general direction, this position performs responsible administrative, research, para-professional, clerical audit, and secretarial work in support of all functions of the City Auditor’s Office. Incumbents provide first-line management and coordination for administrative operations, exercising discretion in handling sensitive and confidential matters. This role combines administrative support with clerical audit responsibilities to ensure efficient operations and compliance with City policies. Performs related work as required.Education; Training and Experience
- Associate degree with coursework in advanced administrative support functions or finance.
- Five (5) years of progressively responsible experience in advanced administrative support, including two (2) years as primary administrative support for an executive-level administrator.
- Or an equivalent combination of education, training, and experience.
- Must be proficient in the use of computers and Microsoft Office Suite (Word, Excel, Outlook, etc.)
ESSENTIAL FUNCTIONS
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
PERFORMANCE APTITUDES
Data Utilization: Requires the ability to evaluate, audit, deduce and/or assess data and/or information using established criteria. Includes exercise of discretion in determining actual or probable consequences and selecting alternatives.
Human Interaction: Requires the ability provide guidance, assistance and/or interpretation to others on how to apply procedures and standards to specific situations.
Equipment, Machinery, Tools and Materials Utilization: Requires the ability to operate and/or control office equipment and related technology requiring complex and rapid adjustments.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication and division; ability to calculate decimals and percentages.
Functional Reasoning: Requires ability to apply principles of rational systems. Ability to interpret instructions furnished in written, oral, diagrammatic or schedule form. Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Situational Reasoning: Requires the ability to exercise the judgment decisiveness and creativity required in situations involving evaluation of information against measurable or verifiable criteria.
ADA COMPLIANCE
Sensory Requirements: Some tasks require visual perception and discrimination. Some tasks require oral communications ability.
Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery vibrations, electric currents, traffic hazards, toxic agents, violence, disease or pathogenic substances.
PERFORMANCE INDICATORS
Knowledge of Job: Has comprehensive knowledge of the methods procedures and policies of the City of Daytona as such pertain to the performance of the essential duties of an Executive Assistant/ Audit Clerk. Has thorough knowledge of principles and practices of providing management and coordination of complex and specialized administrative support for an executive level administrator in a modern office environment. Has thorough knowledge of the laws ordinances standards and regulations pertaining to the essential duties and responsibilities of the position. Has thorough knowledge of the organization of the department and of related departments and agencies. Clearly understands the occupational hazards and safety precautions required to perform the essential functions of the work. Has thorough knowledge of terminology and related professional languages used within the department as such pertain to work responsibilities. Knows how to maintain cooperative and effective relationships with intra- and interdepartmental personnel as well as any external entities with which position interacts.
Quality of Work: Maintains high standards of accuracy and confidentiality in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interaction with internal and external entities with whom the position interacts.
Quantity of Work: Performs described essential functions and related assignments efficiently and effectively in order to produce quantity of work which consistently meets established standards and expectations.
Dependability: Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives policy standards and prescribed procedures. Maintains accountability for assigned responsibilities in the technical human and conceptual areas.
Attendance: Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness. Provides adequate notice to upper management with respect to vacation time and leave requests.
Initiative and Enthusiasm: Maintains an enthusiastic, proactive problem-solving, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be accomplished and initiates proper and acceptable action for the completion of work with a minimum of supervision and instruction.
Judgment: Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and research issues situations and alternatives before exercising judgment.
Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences is justified (i.e. poor communications, variance with established policies or procedures etc.). Offers suggestions and recommendations to encourage and maintain cooperation intra- and inter-departmentally.
Relationships with Others: Shares knowledge with managers, supervisors and coworkers for mutual benefit. Develops and maintains cooperative and courteous relationships inter- and intra-departmentally and with external entities with whom the position interacts. Tactfully and effectively handles requests suggestions and complaints in order to establish and maintain good will. Emphasizes the importance of maintaining a positive image.
Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of work elements and establishes a personal schedule accordingly. Attends required meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules.
Safety and Housekeeping: Adheres to all established safety and housekeeping standards. Ensures such standards are not violated.
Planning: Plans, coordinates and uses information effectively to enhance activities and production. Knows and understands expectations regarding such activities and works to ensure such expectations are met. Develops and formulates ways, means and timing to achieve established goals and objectives. Effectively and efficiently organizes arranges and allocates manpower financial and other designated resources to achieve such goals and objectives.
Organizing: Efficiently organizes and prioritizes workload effectively.
Leading: Provides a work environment that encourages clear and open communications. Has a clear and comprehensive understanding of the principles of effective leadership and how such principles are to be applied.
Controlling: Provides a work environment that is orderly and controlled. Coordinates, audits and controls materials and resources efficiently and effectively. Has a clear and comprehensive understanding of established standards methods and procedures.
Decision Making: Exercises discretion and judgment in developing and implementing courses of action affecting functions under charge. Recognizes when a particular policy, procedure or strategy does not foster the desired result and moves decisively and explicitly to develop and implement alternatives.
Creativity: Regularly seeks new and improved methodologies, policies and procedures for enhancing the effectiveness of functions under charge. Employs imagination and creativity in the application of duties and responsibilities. Is not averse to change that supports achievement of goals and objectives.
Policy Implementation: Has a clear and comprehensive understanding of policies regarding functions under charge and the function of the organization.
Policy Formulation: Maintains awareness of changes in operating philosophies and policies and routinely reviews policies to ensure any changes in philosophy or practice are appropriately incorporated into functions under charge. Recognizes and understands the relationship between operating policies and practices and morale and performance. Strives to ensure that established policies enhance same.
The City of Daytona Beach is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act the City of Daytona Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
Administrative and Office Support
- Manage and coordinate administrative and audit-related activities to support the City Auditor.
- Maintain appointment calendars, schedules, and meeting logistics for audits, reviews, and public events.
- Receive and screen calls and visitors, directing inquiries appropriately and maintaining records for audit purposes.
- Coordinate internal office activities and workflows.
Clerical Audit and Compliance Support
- Assist in planning and scheduling audits, special reviews, and internal control assessments across City departments.
- Conduct preliminary checks of financial, operational, and administrative records for accuracy, completeness, and compliance.
- Support auditors by gathering documentation, verifying data, and maintaining working papers.
- Track audit findings, corrective actions, and follow-ups to ensure timely resolution.
- Draft and prepare audit correspondence, reports, and presentations.
- Maintain confidentiality of all sensitive audit information and records.
Liaison and Public Relations
- Serve as a liaison between the City Auditor’s Office, the public, the City Commission, and other departments.
- Attend meetings and public events with the City Auditor, take detailed notes, and prepare meeting minutes.
- Support citizen and employee hotline reporting by logging tips, routing them appropriately, and maintaining related records.
Research, Records, and Data Management
- Conduct research and retrieve records to support administrative and audit needs.
- Compare and analyze data to identify discrepancies or areas requiring further review.
- Maintain organized filing systems for administrative and audit documentation.
- Establish new and specialized files according to prescribed methods.
Documentation and Reporting
- Prepare and maintain records, reports, manuals, requisitions, purchase orders, and related documentation.
- Enter routine and technical data into departmental systems to support administrative and audit activities.
- Prepare, sort, and distribute incoming and outgoing mail, including confidential audit correspondence.
Inventory and Supplies
- Maintain supply inventories and order office or audit materials as needed.
Office Equipment
Operate standard office equipment including computers, fax machines, scanners, and copy machines
PERFORMANCE APTITUDES
Data Utilization: Requires the ability to evaluate, audit, deduce and/or assess data and/or information using established criteria. Includes exercise of discretion in determining actual or probable consequences and selecting alternatives.
Human Interaction: Requires the ability provide guidance, assistance and/or interpretation to others on how to apply procedures and standards to specific situations.
Equipment, Machinery, Tools and Materials Utilization: Requires the ability to operate and/or control office equipment and related technology requiring complex and rapid adjustments.
Verbal Aptitude: Requires the ability to utilize a wide variety of descriptive data and information such as official documentation, records, manuals, files, purchase orders and invoices.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication and division; ability to calculate decimals and percentages.
Functional Reasoning: Requires ability to apply principles of rational systems. Ability to interpret instructions furnished in written, oral, diagrammatic or schedule form. Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Situational Reasoning: Requires the ability to exercise the judgment decisiveness and creativity required in situations involving evaluation of information against measurable or verifiable criteria.
ADA COMPLIANCE
Physical Ability: Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing, and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Requirements: Some tasks require visual perception and discrimination. Some tasks require oral communications ability.
Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery vibrations, electric currents, traffic hazards, toxic agents, violence, disease or pathogenic substances.
PERFORMANCE INDICATORS
The work performance of supervisory personnel of the City of Daytona Beach is routinely evaluated according to the performance criteria outlined herein:
Knowledge of Job: Has comprehensive knowledge of the methods procedures and policies of the City of Daytona as such pertain to the performance of the essential duties of an Executive Assistant/ Audit Clerk. Has thorough knowledge of principles and practices of providing management and coordination of complex and specialized administrative support for an executive level administrator in a modern office environment. Has thorough knowledge of the laws ordinances standards and regulations pertaining to the essential duties and responsibilities of the position. Has thorough knowledge of the organization of the department and of related departments and agencies. Clearly understands the occupational hazards and safety precautions required to perform the essential functions of the work. Has thorough knowledge of terminology and related professional languages used within the department as such pertain to work responsibilities. Knows how to maintain cooperative and effective relationships with intra- and interdepartmental personnel as well as any external entities with which position interacts.
Quality of Work: Maintains high standards of accuracy and confidentiality in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interaction with internal and external entities with whom the position interacts.
Quantity of Work: Performs described essential functions and related assignments efficiently and effectively in order to produce quantity of work which consistently meets established standards and expectations.
Dependability: Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives policy standards and prescribed procedures. Maintains accountability for assigned responsibilities in the technical human and conceptual areas.
Attendance: Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness. Provides adequate notice to upper management with respect to vacation time and leave requests.
Initiative and Enthusiasm: Maintains an enthusiastic, proactive problem-solving, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be accomplished and initiates proper and acceptable action for the completion of work with a minimum of supervision and instruction.
Judgment: Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and research issues situations and alternatives before exercising judgment.
Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences is justified (i.e. poor communications, variance with established policies or procedures etc.). Offers suggestions and recommendations to encourage and maintain cooperation intra- and inter-departmentally.
Relationships with Others: Shares knowledge with managers, supervisors and coworkers for mutual benefit. Develops and maintains cooperative and courteous relationships inter- and intra-departmentally and with external entities with whom the position interacts. Tactfully and effectively handles requests suggestions and complaints in order to establish and maintain good will. Emphasizes the importance of maintaining a positive image.
Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of work elements and establishes a personal schedule accordingly. Attends required meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules.
Safety and Housekeeping: Adheres to all established safety and housekeeping standards. Ensures such standards are not violated.
Planning: Plans, coordinates and uses information effectively to enhance activities and production. Knows and understands expectations regarding such activities and works to ensure such expectations are met. Develops and formulates ways, means and timing to achieve established goals and objectives. Effectively and efficiently organizes arranges and allocates manpower financial and other designated resources to achieve such goals and objectives.
Organizing: Efficiently organizes and prioritizes workload effectively.
Leading: Provides a work environment that encourages clear and open communications. Has a clear and comprehensive understanding of the principles of effective leadership and how such principles are to be applied.
Controlling: Provides a work environment that is orderly and controlled. Coordinates, audits and controls materials and resources efficiently and effectively. Has a clear and comprehensive understanding of established standards methods and procedures.
Decision Making: Exercises discretion and judgment in developing and implementing courses of action affecting functions under charge. Recognizes when a particular policy, procedure or strategy does not foster the desired result and moves decisively and explicitly to develop and implement alternatives.
Creativity: Regularly seeks new and improved methodologies, policies and procedures for enhancing the effectiveness of functions under charge. Employs imagination and creativity in the application of duties and responsibilities. Is not averse to change that supports achievement of goals and objectives.
Policy Implementation: Has a clear and comprehensive understanding of policies regarding functions under charge and the function of the organization.
Policy Formulation: Maintains awareness of changes in operating philosophies and policies and routinely reviews policies to ensure any changes in philosophy or practice are appropriately incorporated into functions under charge. Recognizes and understands the relationship between operating policies and practices and morale and performance. Strives to ensure that established policies enhance same.
The City of Daytona Beach is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act the City of Daytona Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
Exempt: No
Type: FT Employee
Department: City Auditor
Work from Home: No
Salary : $927 - $1,242