Executive Assistant to the Mayor

4 months ago

Opalocka, United States City of Opa Locka Full time
Job DescriptionJob Description

Job Title: Executive Assistant

Department: City Clerk’s Office

Reports To: City Clerk

FLSA Status: Exempt

Prepared by: Human Resources

Prepared Date: 05-2024

SUMMARY

The City of Opa-locka is seeking, an individual Under direction from the City Clerk, performs a variety of complex, responsible, highly sensitive and confidential executive support functions for the Mayor and City Commission; and performs related duties as assigned.

NATURE OF WORK

Executive Assistant to the Mayor and Commission is responsible for providing a wide array of complex, diverse and confidential support services to the city’s elected officials, in a highly sensitive, demanding, political and rapidly changing environment. The incumbent's work is characterized by involvement with broad City-wide issues and interactions with other elected officials, constituents, representatives of a wide variety of community, civil and business groups, City management staff and others on complex and sensitive matters. The Executive Assistant to the Mayor and Commission performs a variety of constituent and administrative staff services for the Mayor and Commission, often involving politically sensitive issues and requiring a high degree of independent judgment and sound political acumen.

KEY RESPONSIBILITIES

  • The duties listed below are intended only 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 similar, related or a logical assignment to this class.
  • Maintains, updates and rearranges calendars for the Mayor and Commission; receives and screens requests, coordinates, arranges and confirms meetings, appointments, social engagements and community/intergovernmental events; develops itineraries and makes and confirms travel arrangements for the Mayor and City Commission; submits conference registrations; arranges hotel and flight reservations.
  • Receives and screens visitors and telephone calls, providing information and handling issues that require sensitivity and sound independent judgment; conducts research, responds to
  • Requests for information and resolves complaints from constituents; refers certain issues to appropriate staff members or City departments for resolution; reviews, prioritizes and routes assigned incoming correspondence.
  • Prepares and types correspondence, memoranda, agenda item requests, action item list, reports, resolutions, proclamations, agreements, presentations, forms and other documents often of a highly sensitive and confidential nature; ensures that documents are accurate, complete and conform to Mayor and Commission office standards, policies and procedures; ensures materials, reports and documents for signature are accurate and complete; responds independently to mail and email inquiries regarding a variety of City matters; assists in the transcription of City Commission meeting minutes, as needed.
  • Provides a high performance, customer service-oriented work environment that supports achieving the Mayor and Commission objectives and service expectations; provides leadership and participates in programs and activities that promote a positive staff working environment.
  • Researches and assembles information from a variety of sources for the preparation of records, correspondence and reports for the Mayor and Commission.
  • Assists in preparing the Mayor and Commission Office budget; prepares and processes requisitions, purchase orders and accounts payable requests.
  • Plans, organizes, and makes logistical arrangements and serves as host for a variety of Mayor and Commission events.

KNOWLEDGE, ABILITIES AND SKILLS

Office administrative and management practices and procedures, including principles and practices of file and document management. Principles and practices of sound business communication; correct English usage, including spelling, grammar, and punctuation. City organization, ordinances, rules, policies, procedures, and operating practices related to areas of responsibility. Functions of public agencies, including the role of an elected official and appointed committees and boards. Methods, practices and techniques for project management and event planning. Basic principles and practices of public administration, including budgeting, purchasing and maintenance of public records. City human resources policies and procedures.

EDUCATION

A desirable way of obtaining the knowledge, skills and abilities outlined above is graduation from a college or university with a major in public or business administration, political science or a closely related field; and at least three years of increasingly responsible administrative experience in a public agency; or some combination of education, training and experience that produces the requisite knowledges, skills and abilities.

EXPERIENCE AND TRAINING

Any equivalent combination of education, training, and experience, which provides the requisite knowledge, skills, and abilities for this job, may be substituted for evaluation at the discretion of the City.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, stand, and walk; talk or hear, both in person and by telephone; handle and feel computers and standard business equipment; and reach with hands and arms.

Specific vision abilities required by this job include close vision and the ability to adjust focus.

Employment At-Will

Employees have a work-at-will relationship throughout their employment. This means that employment is for an undefined period. Either the employee or the City of Opa-locka, without cause or notice, may terminate it.

Equal Employment Opportunity/EEO

The City of Opa-locka is committed to a policy of equal employment opportunity for all employees and applicants. Under this policy, all employees and applicants will be treated fairly and equally, and the City of Opa-locka will comply with all applicable local, state, and federal employment discrimination laws. These protections extend to all management practices and decisions, including recruitment and hiring, performance appraisals, promotions, termination, training, and career development. selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, volunteers, subcontractors, vendors, and clients.

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