JOB
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.
EXAMPLE OF 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 neededMakes appointments and maintains calendars for Mayor, City Council, and City Manager office members; maintains updates or changes as neededDetermines 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 appropriateKeeps the Mayor, City Council, and/or City Manager staff advised of time-sensitive and priority issues, ensuring appropriate follow-up Prepares communications, memoranda, and/or proclamations in conformance with City policies, to meet both routine and ad-hoc, given brief instructionsReceives, 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 divisionPlans and arranges meetings, including scheduling, sending reminders, conference attendance, and organizing catering when necessaryDemonstrates a high degree of discretion and confidentiality. Attends meetings and prepares or processes documentation which may relate to confidential matters or require discretionProvides 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 confidentialityArranges travel and accommodations as needed; reconciles travel expendituresAssists with a variety of technical assignments, including conducting research and summarizing findingsRelated responsibilities: Maintains schedule of items for City Council meetingsActs as backup time-keeperPerforms purchasing duties for the City Manager’s officeMaintains confidential personnel and related files in an efficient and organized mannerFinancial responsibilities: Prepares and/or processes purchase ordersAccountable for inventory and/or property managementSubmits timekeeping information and adjusts time and attendance for employees as neededExercises fiscal responsibility and discretion in use of funds via Purchasing Card; tracks expenditures and submits for invoicing
SUPPLEMENTAL INFORMATION
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.Previous experience in local government administration is highly preferredPossession of a valid State of Florida Class ‘E’ driver’s licenseAdditional 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 CheckEmployment VerificationProfessional References CheckMotor Vehicles Report (MVR) CheckDrug and Alcohol Screens