Report this job

---

What is the problem? *

Incorrect company
Incorrect location
Job is expired
Job may be a scam
Other

GENERAL DESCRIPTION:

• This is administrative work supporting members of the City Council and the Office of the City Clerk. Work is characterized by discretion, good judgment and diplomacy.
• Work involves constant and extensive public contact. Responsibilities include performing administrative functions varied in subject matter and level of difficulty ranging from standardized clerical assignments to administrative duties.
• Work requires assisting the City Clerk in recording and retaining official records of the City; recording actions, disseminating information and directives of the City Council.
• Extensive knowledge of the City's operations, including its structure, as well as the programs, services and functions provided to the City's constituency, and to the ability to demonstrate high level of professionalism and business acumen as a liaison to the City Council on and off the job. Work is performed under general or administrative supervision and is reviewed through conferences, observation and results attained.

ESSENTIAL JOB FUNCTIONS:

• This is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may be required to perform all duties listed, and may be required to perform additional, position-specific tasks. Processes confidential matters as required.
• Delivers superior internal and external customer service. Establishes and maintains effective internal and external customer relationships. Assists in the daily operation of the Office of the City Council and the Office of the City Clerk.
• Interacts daily with Elected Officials, City Administration, City staff and the general public. Serves as City Council liaison with the City Administration, City staff, the general public, community and business partners, other governmental agencies as well as all other internal and external stakeholders.
• Assist with preparing information regarding events for dissemination to media, institutions and other outlets as appropriate. Assists with the creation of visual content for media products such as newsletters, flyers, advertisements and signage. Listen attentively to citizens' and participate in the assessment of citizen concerns.
• Takes action by identifying the resources necessary to effectively resolve problems arising from such concerns, which may include, referring matters to the appropriate department or agency for action. Prepares follow-up letters to citizens for the City Council members once an investigation to a complaint/inquiry is complete.
• Receives and announces the general public, government officials, staff, and City Council members visiting the City Council's Office. Receives and screens telephone calls; answers inquiries and questions or refers to appropriate Department or City personnel to be addressed and follows up, as necessary, to ensure desired results.
• Schedules appointments and maintains the City Council member appointment calendar. Prepares all travel forms and related paper work for the City Council, including airline and hotel reservations, registrations for conferences and automobile rentals.
• Makes travel arrangements for the City Council and prepares and maintains all required documents. Coordinate conferences/meetings initiated or accepted by the City Council Members.
• Conducts pre-event meetings as appropriate and meetings during assigned events to assure operational readiness and success. Determines the cost and feasibility of sponsored or co-sponsored events. Monitors cost of events and work within assigned budgets to implement assignments.
• Research and prepare reports and special documents as assigned (e.g. Purchase Card transmittals, reconciling monthly expenditures as described in the City's Charter). Initiates and maintains a variety of files and records, including confidential materials. Acts as custodian of City Council correspondence and complaint records. Establishes and maintains a comprehensive physical and electronic filing system.
• Initiates and maintains a variety of files and records, including confidential materials. Performs administrative details in a manner which ensures operational goals and objectives are met. Assists the City Council with research as it relates to applicable legislative matters.
• Assists City Council meetings and/or other related meetings and/or events as prescribed by Council member. May take and prepare minutes of meetings.
• Assists the City Council member to operate personal computer and managing electronic documents and data, as necessary. Maintain official records of all contracts executed by the City pursuant to actions of the City Council. Manage records retention schedules. Coordinate and administrate the Red Light Camera/Special Master Hearings. Process Public Information Request and maintain Lobbyist Registration.
• Assist with the preparation of City Council meetings agendas/minutes. Attends all City Council Meetings and workshops; Conduct thorough research of Florida and other law as it relates to assigned duties and special projects. Assist the Office of the City Clerk with Municipal Elections.
• Assist the Office of the City Clerk with record keeping and appointment of Advisory Board Committee members. Serves as staff liaison to Committees, when necessary. Performs related work as required.

Skills Required

• Thorough knowledge of business English, spelling and punctuation, office practices and procedures. Ability to establish and maintain effective working relationships with City Officials, department heads, other City staff and the general public. Ability to receive and work with the general public with courtesy and diplomacy.
• Considerable knowledge of the organizational structures, functions, operations, goals and objectives of municipal government. Considerable knowledge of appropriate laws, rules, regulations and procedures governing City operations and ability to interpret and apply City rules, laws and procedures. Knowledge of standard office procedures, practices and equipment.
• Working knowledge of computer-related terminology and of data processing equipment capabilities and limitations. Working knowledge of the techniques and methods used in administrative analysis. Working knowledge of the functions, processes and principles of management. Working knowledge of event planning.
• Ability to deal with the public in a tactful and effective manner and to use judgment and discretion in disseminating information. Ability to interact with considerable tact and business acumen with City officials, and the general public, from diverse cultural and linguistic backgrounds.
• Ability to address difficult and sensitive co-workers and citizen inquiries and complaints with considerable diplomacy and tact. Ability to gather and analyze written and numerical data, draw conclusions and arrive at decisions independently in accordance with established policies and regulations.
• Ability to edit and analyze informational material prepared by others. Ability to prepare detailed written reports, memoranda, correspondence, and other documentation. Ability to communicate clearly and concisely, verbally and in writing to groups and individuals. Ability to interpret and apply City policy and procedures.
• Ability and willingness to develop and adapt in a fast changing learn environment; conceptualize and grasp new ideas and operational process and procedures. Ability to organize work to meet deadlines in a fast-pace environment while balancing multiple assignments. Ability to work after hours and weekends or holidays.
• Ability and willingness to develop and adapt in a fast changing learn environment; conceptualize and grasp new ideas and operational process and procedures.
• Ability to organize work to meet deadlines in a fast-pace environment while balancing multiple assignments. Excellent verbal, written and electronic communication skills. Ability to navigate and master the City's internal enterprise system.
• Skilled in the utilize of modern technologies to perform assigned work, including developing and maintaining calendars and schedules, creating spreadsheets and PowerPoint presentations using Microsoft Windows software.

Experience Required

• Four (4) or more administrative or professional work experience in an Executive Office, Governmental Board, or similar setting. An equivalent combination of education, training and experience will be considered. Must possess and maintain a valid Florida driver's license throughout employment.

Education Required

• Bachelor's Degree in Political Science, Public Administration or similar course of study.