Job DescriptionMAYOR AND COMMISSIONERS EXECUTIVE ADMINISTRATORCompensation Details:- SALARY RANGE - $71,960 - $93,548
- GRADE - 22N
The Executive Administrator to the Mayor and Commissioners serves as Office Manager for the Mayor and is responsible for providing a wide range of complex, diverse and confidential support services for the Mayor and Commissioners in a highly sensitive, demanding, political and changing environment. The Executive Assistant will be involved in a broad range of city-wide issues and interactions with other elected officials, constituents, visitors, community, civic and business organizations, city management, staff and others on time sensitive matters.
ESSENTIAL DUTIES AND RESPONSIBILITIES The responsibilities listed below are intended as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is a logical assignment to this class.
- Provide highly responsible administrative support for the Mayor to include: calendar maintenance for the Mayor and Commissioners; screen, channel and answer all phone calls, inquiries, requests and correspondence. Maintain records of all communication. Coordinate and confirm meetings, appointments, social engagements and attendance at community events. Coordinate travel itineraries and details for the Mayor and Commissioners.
- Review each City Commission meeting to maintain a chart of Commission directives and requests. These requests will be tracked and updated by the Executive Assistant through successful completion. Duties include monthly progress updates to the Mayor and Commissioners.
- Collect, prepare and disseminate information and reports for use in discussions and meetings with the Mayor, Commissioners, committees, constituent groups, staff and our public. Brief Mayor and Commissioners on matters to be considered. Keep confidential all matters that are normally classified as such until otherwise instructed by the Mayor and preserve all documents pertaining to these matters.
- Assist the Mayor in the preparation of the annual State of the City address as well as all presentations that the Mayor will be delivering.
- Actively promote an environment of customer service, responsiveness and accountability to our residents, city staff and visitors.
- Executive Assistant cannot be a conduit for communication between the Commission and must be knowledgeable and current on Florida Sunshine Laws.
- Must maintain a high level of responsibility working with sensitive or confidential matters.
- Assignments will require independent judgment and involve high level interactions with City staff and elected officials.
- Maintain a knowledge of current Community events and issues, the approved strategic plan and budget, resolutions and ordinances, Roberts Rules of Order with a solid understanding of how local government works.
- Assist in the implementation of new quality of life initiatives for our residents as requested.
- Ensure an accurate and timely information flow between elected officials and city staff.
- Assist or oversee special projects for Mayor or Commissioners as directed.
- Coordinate ribbon cuttings, ground breakings and other special events as directed by the Mayor and Commissioners.
- Provide the PIO with topics that the Mayor and/or Commissioners would like media coverage and public notification of.
- Responsible for incoming and outgoing mail distribution maintaining professional strict confidentiality.
- Participate in budget preparation and control of office expenditures to improve efficiency.
- Maintain office files, records and supplies.
- Track all new policies and procedures as dictated and implemented and keep current any changes and omissions for departmental reference.
- Represent the Mayor's office at various community meetings and events as directed and serve as City liaison for new boards and committees created by the Mayor or Commissioners.
ENVIRONMENT:Generally, an air-conditioned office. Some outside facilities as necessary.
EQUIPMENT TO BE USED:- Personal computer, with a variety of software, including, but not limited to: Microsoft Word, Excel, and PowerPoint.
- All existing and any new computer software as it applies or is needed in this position.
- All equipment required to conduct virtual meetings.
- Multi-line phones, recording devices, fax machines and copy machines.
- All office equipment required to excel in position.
PHYSICAL REQUIREMENTS:Sitting: 80%
Standing: 5%
Reaching 5%
Walking 5%
Climbing Stairs 5%
REQUIRED KNOWLEDGE/SKILLS/ABILITIES/ QUALIFICATIONS:- Knowledge of the principles and practices of public administration and government organizations.
- Knowledge of Key West city government operation, organizational structure, elected officials and their functions.
- Knowledge of research and statistical methods and techniques used in public administration.
- Knowledge of ordinances, codes and policies governing the city of Key West operations.
- Knowledge of local affairs and issues.
- Ability to communicate effectively both verbally and in writing.
- Ability to establish and maintain effective, customer oriented working relationships.
- Ability to meet deadlines.
- Ability to work evenings as required.
- Ability to meet and interact respectfully, tactfully and effectively with our constituents, city associates and officials, elected officials and visitors.
- Ability to work independently, within the scope of existing City and departmental rules.
- Bachelor's degree in related field required.
- Four years of administrative experience working with the public effectively.
- Thorough knowledge of modern office machines, practices, systems and computers.
- Computer literate in Microsoft Word applications.
- Typing speed of 40 correct words per minute, testing administered by Human Resources.
