Job Description
Salary: $21.64 - $25.96 Hourly
Location : Maitland, FL
Job Type: Full-time
Job Number: 2025-00115
Department: Administration
Division: City Manager
Opening Date: 11/18/2024
Closing Date: 12/2/2024 11:59 PM Eastern
PURPOSE OF POSITION
The job description does not constitute an employment agreement between the City and employee and is subject to change by the City as the needs of the employer and requirements of the job change.
Performs a variety of complex secretarial and administrative duties in assisting the City Manager and Assistant City Manager. Works under the direction of the City Manager or assigned designee.
ESSENTIAL JOB FUNCTIONS/Other Job Functions
Provides administrative and office support to the City Manager and Assistant City Manager. Work requires confidentiality, discretion, and considerable independence.
Coordinates administrative matters; identifies and resolves administrative problems.
Manages the flow of administrative work, coordinates meetings, schedules appointments and conferences, makes travel arrangements, notifies attendees.
Maintains appointment schedules and calendars for City Manager and Assistant City Manager and keeps the City Manager and Assistant City manager appraised of updates and changes on their schedules.
Assists in the preparation, entering and monitoring of the department budget. Performs minor accounting duties accurately and timely in compliance with policies.
Composes and prepares a variety of documents, memos, and emails for internal and external customers.
Organizes and maintains the office filing system.
Reviews and routes mail and other written communications; determines and identifies items that require immediate attention. Maintains mailroom supplies and monitors and replenishes postage funds.
Speaks with the general public and officials on a frequent basis; receives, screens and routes incoming telephone calls; and provides information and assistance as needed/directed.
Conducts city records research for the City Council, City Manager, Assistant City Manager and general resident inquires. Prepares special data collection and analysis reports for City Council, City Manager, and Assistant City Manager, as requested.
Processes purchase orders, travel requests and other expenditures; orders and maintains office supplies.
Prepares and processes timesheets; prepares personnel action forms and other related personnel documents.
Attends City Council meetings and workshops and other events as requested by the City Manager or Assistant City Manager.
OTHER JOB FUNCTIONS
Attend Department Director meetings as requested.
Attend seminars and workshops related to duties and responsibilities.
Perform other duties as assigned.
MINIMUM QUALIFICATIONS/SPECIAL REQUIREMENTS
Graduation from an accredited college or university with an associate degree in office administration, office management, secretarial science, public administration, or closely related field; or equivalent combination of education, training, and experience.
Three or more (3+) years of experience in a progressively responsible executive assistant position in a professional office environment.
Proficient in the use of personal computers, Microsoft Office, word processing, spreadsheet and database software.
Must possess and maintain a valid Florida driver's license.
Must possess the National Incident Management System (NIMS) IS-700 within 30 days of employment and the ICS-100 within 90 days of employment. There may be additional NIMS courses required.
CRITICAL SKILLS/EXPERTISE
Ability to handle matters with discretion and confidentiality.
Excellent verbal and written communication skills.
Ability to effectively interact with the general public.
Outstanding organizational, time management and multitasking skills.
Ability to effectively use personal computer, Microsoft Office Suite, and enterprise resource planning (ERP) software.
Ability to update information in databases, input information with a high degree of speed and accuracy, retrieve data quickly.
Knowledge of automated agenda preparation software and document management system.
Ability to work independently, collect and perform data analysis and make administrative decisions.
City of Maitland offers a comprehensive benefits packages to full-time employees.
General Employees Benefits (Full-Time)
Certified Fire Employee Benefits (Full-Time)
Sworn Police Employee Benefits (Full-Time)
Visit our website to learn more information about our Benefits. City of Maitland, FL
Job Tags
Hourly pay, Full time, Immediate start,