What are the responsibilities and job description for the Executive Assistant position at City of Naples, FL?
GENERAL DESCRIPTION OF DUTIES:
The purpose of this classification is to perform highly responsible administrative support duties and public contact work for the Building Department. Employee in this classification is responsible for managing administrative affairs within the Building Department.
EMERGENCY RESPONSE STATEMENT
Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event. All employees may be subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
- Assists the Deputy Building Official to develop and oversee employee work schedules to ensure adequate coverage; schedules outside/private staff as needed; compiles and reviews employee timesheets.
- Assists with employee concerns and problems in the department; official disciplinary action paperwork; and employee performance appraisals as directed; acts as a liaison between employees and management; and trains staff in operations, policies, and procedures. Verifies financial reports to finance; adjustments and refunds with contractors in CityView; processing of invoices, purchase orders and payments.
- Orders department uniforms; maintains the professional memberships with BOAF, FFMA and ASFPM; licensing renewals; and work orders for Building Department.
- Provides a high level of professionalism in dealing with citizens, elected officials, and other private and public agencies and employees: responds to questions and requests; directs to the appropriate department/individual as needed; and notarizes documents.
- Prepares, designs, and coordinates production of various presentation materials for City Council (budgetpresentation and others as needed); designs various media for Building Department initiatives, i.e., banners, posters,fliers, shirts, newsletters, forms, brochures and website.
- Prepares a variety of correspondence for official signatures: converts handwritten, dictated and/or typed documentsinto advanced word processing, spreadsheet, database, and/or presentation materials; edits scanned files, asneeded; and responds to written correspondence.
- Provides graphic annotation to maps, text, graphs, photos, and various other print media.
- Plans, coordinates and participates in various City functions and events, including seminars, meetings, luncheons, volunteer events, contests.
- Assists with preparation of various budgets and produces various financial and budget reports.
- Assists Building Director with various special projects as directed.
- Provides/assists with a variety of routine administrative support duties: receives, sorts, processes, and distributes department mail; prepares parcels and packages for mailing, as needed; answers telephones, files data, maintains files, copies/scans materials.
- Maintains Building Director’s calendar: sets up appointments for citizens/groups to meet with Building Director; makes reservations for attendance to conferences, board meetings etc.; and maintains log of documents/contracts for signature, noting required information.
- Operates a personal computer to enter, retrieve, review or modify data, utilizing Microsoft Word, Excel, Access, PowerPoint, Publisher, SunGard, word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.
- Provides general training and technical assistance to other personnel in use of various computer applications.
- Performs research and records retrieval; assists in compilation and preparation of reports and other materials as requested.
ADDITIONAL FUNCTIONS:
- Performs other related duties as required.
PERFORMANCE APTITUDES
Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
Human Interaction: Requires the ability to apply principles of persuasion and/or influence over others in a supervisory capacity.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations with fractions; may include ability to compute discount, interest, and ratios; may include ability to calculate surface areas, volumes, weights, and measures.
Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished inwritten, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
Human Interaction: Requires the ability to apply principles of persuasion and/or influence over others in a supervisory capacity.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations with fractions; may include ability to compute discount, interest, and ratios; may include ability to calculate surface areas, volumes, weights, and measures.
Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished inwritten, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
MINIMUM QUALIFICATIONS
- Associate’s degree in Business Administration or closely related field; supplemented by two (2) years experience as an Executive Assistant.
- Must demonstrate skilled technical experience and advanced use of modern computer office and presentation software, including database, spreadsheets, word processors, and publication/presentation software.
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Must possess and maintain a valid Florida driver license, class “E” and a driving record which meets or exceeds minimum City driving standards.
OTHER REQUIREMENTS:
The City of Naples is a Tobacco-Free Workplace. Applicants for the City of Naples must not have been a user of tobacco products for at least six (6) months immediately preceding an application for employment; and, if hired, must maintain non-use of tobacco products for the duration of employment with the City of Naples. Tobacco is defined as any lighted or unlighted cigarette, cigar, pipe, nicotine dispensing device, other types of smoking product, smokeless tobacco including dip, chew or snuff.
The City of Naples is a Tobacco-Free Workplace. Applicants for the City of Naples must not have been a user of tobacco products for at least six (6) months immediately preceding an application for employment; and, if hired, must maintain non-use of tobacco products for the duration of employment with the City of Naples. Tobacco is defined as any lighted or unlighted cigarette, cigar, pipe, nicotine dispensing device, other types of smoking product, smokeless tobacco including dip, chew or snuff.
ADA COMPLIANCE
Physical Ability: Tasks require 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 work station.
Sensory Requirements: Some tasks require visual perception and discrimination. Some tasks require oral communications ability.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.
Physical Ability: Tasks require 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 work station.
Sensory Requirements: Some tasks require visual perception and discrimination. Some tasks require oral communications ability.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.
The City of Naples, Florida is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City of Naples, Florida will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
The City of Naples offers a competitive benefits package to it's employees. Please refer to the employee benefits link on the Human Resources web page, linked below, to learn more about our benefits package:
https://www.naplesgov.com/hr/page/employee-benefits
