Executive Aide

4 weeks ago

Tampa, United States City of Tampa (FL) Full time

Nature Of Work

Employees perform various administrative and secretarial tasks of considerable difficulty independently, or with little direction, in support of a department head or executive staff. Commensurate with the organizational level served, work is demanding and of a highly responsible, confidential nature. Under general supervision, responsibilities involve undertaking and completing administrative matters not requiring policy decisions, with particular emphasis on coordinating superior's schedules. Employees may also perform diverse/complex secretarial assignments in support of various major governing boards and committees. Because of the potential consequences resulting from errors in work products, a high degree of accuracy is required in performance of all assigned tasks. Additionally, because of the amount of contact with government officials, business leaders, and representatives of the public, employees must possess strong interpersonal and hospitality skills. Employees are required to exercise considerable initiative and independent judgment in establishing personal work priorities and performing time management functions for superiors. Work is reviewed through conferences, observation, and results obtained. Appointed position; employee serves at the pleasure of the Mayor.

Examples of Duties

Schedules and coordinates meetings, conferences, and appointments; greets visitors; may arrange tours, proclamation photos and coordinate meetings, luncheons, and press conferences; makes necessary inquiries and contacts to establish meeting times, dates, and locations and reserve space; maintains calendar of activities for superiors; adjusts schedules to accommodate new or revised commitments and priorities; notifies other parties of schedule changes and re-schedules as appropriate; coordinates travel of superiors to include making transportation and lodging arrangements, acquiring information, and processing payments.

Relieves superiors of many administrative details in matters not requiring policy decisions; advises superiors of items requiring immediate attention; provides information to other employees and the public concerning establish city policies and procedures; receives complaints from the public; responds to or refers complaints to appropriate respondent; participates in information searches and compiles data on projects.

Takes and transcribes dictation; operates personal computer or typewriter to produce and revise documents as dictated and from rough draft; transcribes materials from recording media; reviews and corrects materials to ensure proper grammar and punctuation, improve clarity, and eliminate inaccuracies; proofreads own work products; composes correspondence independently or from general instructions.

Screens and routes telephone calls and visitors; opens and distributes mail; establishes and maintains files, controls logs, and other office records.

Attends high level meetings and conferences as recording secretary; serves as administrative and/or recording secretary for major governing boards.

Arranges travel for all department staff traveling on city business; processes purchase orders and invoices for travel related expenses and reimbursements.

Establishes and maintains filing systems for various important, confidential, and sensitive records and documents.

Reviews Customer Service Center requests received by department and ensures that messages are answered in a timely manner; trains and assists other Customer Service Center users as needed.

Orders supplies; processes purchase requisitions for supplies and payments to vendors; operates and performs minor maintenance on office machinery and equipment such as typewriters and copiers.

Performs related work as required

Knowledge, Skills & Abilities

Knowledge of: business English; rules and accepted practices of grammar and composition. Considerable knowledge of standard office practices, equipment usage, and procedures.

Ability to acquire working knowledge of: rules, regulations, procedures, and functions of assigned areas and make decisions in accordance with same; administrative procedures and policies of assigned areas.

Skills in: typing; taking and transcribing dictation, using any method of speedwriting or shorthand; operation and minor maintenance of office machinery and equipment; use of word processing software, social media and graphic design

Ability to: establish, coordinate, and maintain schedules and calendars of activities; type proficiently; take and transcribe dictation proficiently, using any method of speedwriting or shorthand; operate a personal computer; compose, edit, and correct draft correspondence and reports; understand and follow complex oral and written instructions; maintain files and records and prepare reports; lead and train clerical personnel; establish and maintain effective working relationships with other employees, municipal and other governmental officials, and the public.

Physical Requirements

Mostly sedentary, indoors, requires extended use of computer, typing and viewing a monitor.

Minimum Qualifications

Graduation from an accredited high school and three (3) years of secretarial experience; or one (1) year of experience as a personal secretary to a managerial employee; or an equivalent combination of training and experience.

Licenses or Certifications

Possession of a valid drivers license.

Examination

Evaluation of education and experience. Drug testing is included in all pre-employment processing.

Comments

During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.

Conclusion

HELPFUL HINTS FOR COMPLETING YOUR APPLICATION: Please register before you begin the application process. This will enable you to view and re-use information from previously submitted applications to complete and submit any future applications. Please make certain your application is complete and the information you provide clearly demonstrates that you possess the minimum job qualifications as stated in the job announcement. Resumes can be submitted in support of an application, but not in lieu of an application. Resumes and copies of certifications or other required documents may be attached to your online application.

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