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Executive Assistant Senior

2 months ago

Gainesville, Florida, United States City of Gainesville Full time
Job Summary

We are seeking a highly skilled and experienced Executive Assistant Senior to join our team at the City of Gainesville. This is an advanced, diversified, and often confidential administrative and staff work supporting a senior-level manager who oversees diverse activities within their department.

Key Responsibilities
  • Develops, plans, and oversees administrative details and coordinated workflow of assigned area.
  • Serves as staff liaison to special committees and boards and represents the department by attending meetings or serving on assigned committees.
  • Assists with the administration of department Progression-through-Training (PTTP) programs.
  • Assists with drafting, modifying, and interpreting operational and personnel policies, guidelines, and administrative procedures applicable to department staff.
  • Handles inquiries, complaints, and requests; tracks issues and resolutions and provides assistance regarding specific matters within area of expertise.
  • Assists in the proofing, drafting, and distribution of moderately complex documents.
  • Researches, reviews, gathers, compiles, and maintains detailed and specialized information for reports and department work processes.
  • Prepares reports for grant-funded projects and monitors grant compliance.
  • Maintains records, libraries, databases, tracking systems, and files required in connection with department work processes.
  • Assigns and reviews the work of Staff Assistants and Staff Specialists.
  • Schedules, coordinates, and maintains assigned calendars.
  • Assists with planning and execution of meetings and department-sponsored events.
  • Provides oversight, maintenance, and updating of the department's intranet and/or internet sites.
  • Acts as department Timekeeper; inputs department payroll into Remote Time Entry (RTE).
  • Assists with the preparation, coordination, and administration of department budget.
  • Administers department purchase orders and VISA purchases, and prepares department bills for processing.
Requirements
  • An Associate degree from an accredited college or equivalent vocational/technical training, and three (3) years responsible administrative and staff support experience, or an equivalent combination of training and experience which provide the required knowledge, skills, and abilities.
  • A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate may substitute for an Associate degree.
  • An additional two (2) years of responsible administrative and staff support experience may substitute for an Associate degree.
  • Must type at a minimum speed of 35 correct words per minute or at a higher speed, as set by the department.
Preferred Qualifications
  • A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate is preferred.
  • Ability and willingness to use sound judgment, exercise discretion, and after evaluating alternatives, make decisions on matters of significance.
  • Ability and willingness to carry out major assignments.
  • Comprehensive knowledge of administration, organization, policies, practices, and programs.
  • Demonstrated proficiency in relevant software and advanced computer skills.
  • Thorough knowledge of liaison duties and responsibilities.
  • Ability to function in a politically sensitive and volatile environment.
  • Ability to organize and coordinate multiple assignments.
  • Ability to work with general supervision.
  • Ability to maintain confidentiality and respond appropriately to sensitive/confidential issues.
  • Ability to resolve conflicts.
  • Ability to understand and follow moderately complex oral and written instructions.
  • Ability to resolve customer complaints and answer inquiries tactfully, courteously, and effectively.
  • Ability to work effectively with co-workers and internal and external customers.
  • Ability to communicate effectively, both orally and in writing.
  • Ability to operate basic office equipment.
  • Ability to perform administrative functions, including the ability to assign and review the work of other staff members.