City of Gainesville · 11 hours ago
Executive Assistant Senior
Gainesville, FL
Full-time
Onsite
Mid, Senior Level
$25/hr - $40.41/hr
3+ years expThe City of Gainesville is committed to building and improving the community, and they are seeking an Executive Assistant Senior to provide advanced administrative support to the Chief Information Officer. This role involves handling confidential information, coordinating workflows, and assisting with departmental operations and events.
Government Administration
Responsibilities
Develops, plans, and oversees administrative details and coordinated workflow of assigned area
Serves as staff liaison to special committees and boards and represents the department by attending meetings or serving on assigned committees
Prepares meeting agendas, photocopys and/or assembles back-up documentation, mails packets to board and staff members
May take and transcribe minutes
Assists with the administration of department Progression-through-Training (PTTP) programs; prepares a manual of checklists, procedures and materials and reviews proposed actions to evaluate appropriateness and timeliness before forwarding to the department head for review
Assists with drafting, modifying, and interpreting operational and personnel policies, guidelines and administrative procedures applicable to department staff
Drafts and prepares agenda items for City Commission meetings
Handles inquiries, complaints, and requests; tracks issues and resolutions and provides assistance regarding specific matters within area of expertise in resolving complex inquiries and complaints
Assists in the proofing, drafting, and distribution of moderately complex documents
Prepares and makes presentations
Researches, reviews, gathers, compiles and maintains detailed and specialized information for reports and department work processes
Prepares reports for grant funded projects and monitors grant compliance
Maintains records, libraries, databases, tracking systems and files required in connection with department work processes
Assigns and reviews the work of Staff Assistants and Staff Specialists
Schedules, coordinates and maintains assigned calendars
Makes travel arrangements and prepares itineraries
Assists with planning and execution of meetings and department sponsored events
Provides oversight, maintenance and updating of the department’s intranet and/or internet sites
Sets work goals, objectives, and priorities
Works directly with department and division managers to facilitate completion of respective assignments and objectives
Monitors operation of and recommends repairs or upgrades to office equipment, coordinates repair or upgrade of new equipment
Acts as department Timekeeper; inputs department payroll into Remote Time Entry (RTE)
Assists with the preparation, coordination and administration of department budget
Administers department purchase orders and VISA purchases, and prepares department bills for processing; requests information or supporting documentation from appropriate staff
Receives and screens visitors and/or telephone calls that require the use of judgment, tact, and diplomacy
Assists managers with confidential/sensitive materials related to labor agreements, political issues, personnel matters, and/or criminal records
Attends work on a continuous and regular basis
Qualification
Required
An Associate degree from an accredited college or equivalent vocational/technical training, and three (3) years responsible administrative and staff support experience, or an equivalent combination of training and experience which provide the required knowledge, skills, and abilities
Must type at a minimum speed of 35 correct words per minute or at a higher speed, as set by the department
If courier duties are required, a valid Florida Driver license with a safe driving record is required
Ability and willingness to use sound judgment, exercise discretion, and after evaluating alternatives, make decisions on matters of significance
Ability and willingness to carry out major assignments
Comprehensive knowledge of administration, organization, policies, practices, and programs
Demonstrated proficiency in relevant software and advanced computer skills
Thorough knowledge of liaison duties and responsibilities
Ability to function in a politically sensitive and volatile environment
Ability to organize and coordinate multiple assignments
Ability to work with general supervision
Ability to maintain confidentiality and respond appropriately to sensitive/confidential issues
Ability to resolve conflicts
Ability to understand and follow moderately complex oral and written instructions
Ability to resolve customer complaints and answer inquiries tactfully, courteously, and effectively
Ability to work effectively with co-workers and internal and external customers
Ability to communicate effectively, both orally and in writing
Ability to operate basic office equipment
Ability to perform administrative functions, including the ability to assign and review the work of other staff members
Preferred
A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate is preferred
Benefits
Health insurance
Life insurance
Paid leave
11 paid a holidays a year
A pension plan
A deferred compensation plan
On-site fitness centers
Tuition reimbursement
On-site medical staff
A wellness program to keep you healthy and happy
Company
City of Gainesville
Gainesville is defining a new kind of city - a new American city - that aspires to become a model for other communities
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Bonita Delatorre
Talent Acquisition Specialist
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