Executive Assistant - City Clerk's Office

Overview

Job Summary The Executive Assistant to the City Clerk's Office performs routine to moderately complex clerical and bookkeeping work in support of efficient and effective office operations. This position assists with planning and preparing meeting agenda packets, prepares meeting minutes, processes business tax receipt applications and renewals, and assists in organizing City Council Members schedules. This position maintains all files in an organized manner and maintains the Clerk's Office and City Council budgets.

It also maintains office supply orders, processes payments, provides notary services for the City and public, and administers oaths for new city employees.

Note:

This description is not designed to be an exhaustive list of duties and may change at any time with or without notice.

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Business Tax Receipts (50%)
  • Collects payments of business tax receipts and receipts of records requests, based on established procedures.
  • Tracks and records the number of businesses opened and closed in a month, businesses with past due balances and related late fees, and related merchant correspondence; updates information as required.
• Office Management (20%)
  • Performs a variety of clerical and administrative duties to support department staff.
  • Composes and prepares forms, records, reports, minutes and correspondence.
  • Notarizes proper documents.
  • Maintains and coordinates calendars, training registrations, meetings, minutes, conferences, special events, and travel arrangements.
  • Manages assigned programs pertaining to city memberships.
  • Maintains inventory of office supplies and equipment.
  • Maintains computer record-keeping operations and filing/retrieval systems.
  • Ensures proper maintenance and retention of department records.
  • Manages budgets, expenses and codes; confirms all payments for the City Council and Clerk's Office.
  • Processes and distributes daily mail.
• Customer Service (15%)
  • Administers oaths for new city employees in the absence of the City Clerk or Deputy Clerk.
  • Greets office visitors and refers to the appropriate staff member.
  • Maintains and balances cash drawer; prepares bank deposits.
  • Performs customer service duties and answers the telephone respectfully; provides accurate information to callers and/or forwards calls to the appropriate staff person.
  • Receives and responds to routine inquiries from City citizens, board and committee members, other City department heads and employees, business/property owners, developers, community organizations and residents.
• Records Management (10%)
  • Assists with records management of all official documents.
  • Assists with disposal and retention of records as required by state statutes.
  • Processes and handles record requests.
  • Maintains order in a logical filing system as directed by the Records Management Liaison Officer.
  • Performs general bookkeeping duties, which may include processing payroll, processing budget transfers, preparing purchase requisitions and orders, etc.
  • Recognizes significance of documents from historical, topical, or legal value.
• Other Duties
  • Represents the Department at meetings involving assigned activities.
  • Maintains and updates department inventory.
  • All employees will have a role in the City's disaster preparation and/or disaster recovery efforts, as designated in the City Comprehensive Emergency Management Plan.

• High School diploma or possession of an acceptable equivalency diploma.
• A minimum of two (2) years of experience involving clerical duties including operation of a personal computer and data entry equipment.
• A comparable amount of training, education or experience can be substituted for the minimum qualifications.

• Certified Business Tax Official.
• Associate's Degree in Public Administration, Business Administration, or another related field.
• Governmental agency experience preferred.

• Valid Florida Driver's License.
• Notary Public Certification, required within 6 months of hire.

• General knowledge of modern office and City principles, practices, policies and procedures.
• General knowledge of record keeping and record management systems.
• General knowledge of purchasing, budgeting and financial management procedures.
• General knowledge of customer service techniques.
• General knowledge of Microsoft Office applications.
• Ability to operate a variety of equipment such as a computer, printer, transcriber, fax, audio-visual equipment, calculator, copier, telephone, seals, etc.
• Ability to express ideas clearly and concisely, in writing and orally.
• Ability to uphold Florida Statutes, City Ordinances, and City policies in an empathetic, understanding and tactful manner.
• Ability to organize, prioritize, and complete job demands under pressure with short deadlines.
• Ability to meet critical deadlines effectively.
• Ability to maintain multiple tasks and use strong…