City of Boca Raton
Executive Assistant
City of Boca Raton, Boca Raton, Florida, us, 33481
Executive Assistant
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Executive Assistant
Salary
$26.14 - $34.39 Hourly
Location
FL 33432, FL
Job Type
Full-Time
Job Number
03829
Department
City Manager - Admin, IT, MS
Division
Administration 04/02001
Opening Date
11/06/2024
Closing Date
11/13/2024 11:59 PM Eastern
FLSA
Non-Exempt
Bargaining Unit
N
Description
Benefits
Questions
.
Job Description
Do you want to be a part of the team that helps make the City of Boca Raton one of the best places to live, work and play? We provide world class services, parks, beaches, and public safety. This can only happen when the best, brightest, and most committed individuals come to work for our City. We encourage like-minded individuals to apply and be part of our team! Come join us #WorkforBoca
General Definition of Work:
The Executive Assistant is a key contributor to the City Manager’s administration team in support of the operational needs of the City of Boca Raton. Under the supervision of the Executive Office Manager, the Executive Assistant performs difficult skilled clerical work and is a main point of contact within the City Manager’s office for residents, businesses, City officials and staff.
The Executive Assistant provides broad clerical support to the Mayor, City Council, as well as members of the City Manager’s office.
Essential Functions
Serves as initial and/or primary point of contact for the City Manager’s office. Screens and directs visitors, and replies to general inquiries made via telephone, email, or written correspondence. Escalates or re-directs visitors and/or inquiries as needed
Makes appointments and maintains calendars for Mayor, City Council, and City Manager office members; maintains updates or changes as needed
Determines priority of matters of attention for the Mayor, City Council, and/or City Manager staff; redirects matters to staff or other divisions to handle, or handles matters personally, as appropriate
Keeps the Mayor, City Council, and/or City Manager staff advised of time-sensitive and priority issues, ensuring appropriate follow-up
Prepares communications, memoranda, and/or proclamations in conformance with City policies, to meet both routine and ad-hoc, given brief instructions
Receives, opens, and routes mail received by all members of the office and processes mail directed to the City Council and/or City Manager. Prepares responses to routine correspondences independently.
Coordinates work with other City Manager staff as needed; plays a key role in the coordination of City staff efforts both within and outside of the division
Plans and arranges meetings, including scheduling, sending reminders, conference attendance, and organizing catering when necessary
Demonstrates a high degree of discretion and confidentiality. Attends meetings and prepares or processes documentation which may relate to confidential matters or require discretion
Provides administrative assistance, such as taking and transcribing dictation, drafting a variety of documents, technical and statistical reports, meeting minutes and other materials where a knowledge of format and presentation is necessary, for the Mayor, City Council, and members of the City Manager’s office; Maintains confidentiality
Arranges travel and accommodations as needed; reconciles travel expenditures
Assists with a variety of technical assignments, including conducting research and summarizing findings
Related responsibilities:
Maintains schedule of items for City Council meetings
Acts as backup time-keeper
Performs purchasing duties for the City Manager’s office
Maintains confidential personnel and related files in an efficient and organized manner
Financial responsibilities:
Prepares and/or processes purchase orders
Accountable for inventory and/or property management
Submits timekeeping information and adjusts time and attendance for employees as needed
Exercises fiscal responsibility and discretion in use of funds via Purchasing Card; tracks expenditures and submits for invoicing
Knowledge, Skills and Abilities
Knowledge of:
Standard office practices, procedures, equipment, and executive assistant best practices
City functions, organization, and policies
Professional verbal and written communication skills
Developing internal processes and filing systems
Skilled in:
Microsoft Office suite, with a working knowledge of Microsoft Excel and a high degree of expertise with Microsoft Word and Outlook
Utilizing Oracle for use of timekeeping and/or records management
Use of grammar and ability to write, type, edit and proofread for accuracy
Use of computers and software applications to a moderate degree of proficiency
Organization
Time management
Ability to:
Serve the public and interact with fellow employees with honesty, integrity, and respect
Establish and maintain effective working relationships with City officials, other government officials, associates, and the general public
Maintain administrative and fiscal records, prepare reports, purchase orders,
Manage tasks and deadlines in an organized and professional manner
Work independently and collaboratively with internal and external partners
Adapt to changing priorities and exhibit flexibility
Use discretion and judgement in the distribution or disclosure of confidential information
Organize and coordinate multiple and concurrent projects and/or priorities
Demonstrate superb typing skills by scoring 45 wpm on a standard typing test.
Work under pressure with varying deadlines.
Minimum and Preferred Qualifications
An associate degree from an accredited college or university or equivalent amount of college level coursework in public administration, business administration, communications, or related field
Five (5) years administrative experience with progressive responsibility in an office setting in support of upper management. With specific experience in records or documentation management, communication, and executive support.
Previous experience in local government administration is highly preferred
Possession of a valid State of Florida Class ‘E’ driver’s license
Additional experience is accepted as a minimum requirement in lieu of the postsecondary degree on the following basis: additional four (4) years in lieu of the bachelor’s degree, and additional two (2) years in lieu of an associate degree.
POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:
Final offer and employment are contingent upon successful completion of the following employment screening items:
Criminal Background Check
Employment Verification
Professional References Check
Motor Vehicles Report (MVR) Check
Drug and Alcohol Screens
The City of Boca Raton is an Equal Opportunity (https://www.myboca.us/1226/Equal-Employment-Opportunity) , Inclusive, Veteran's Preference Employer and Drug Free Workplace. It is the policy of the City of Boca Raton to prohibit discrimination on the basis of race, color, religion, gender, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status or condition protected by applicable federal, state or local laws.
BENEFITS SUMMARY
Full-Time Non-Bargaining Employees
ANNUAL LEAVE: Shall accrue prior to an employee attaining permanent status in the classified service, and may be used after six (6) months of employment at the sole discretion of the Department Head, but it shall not be paid out upon resignation or termination unless the employee has attained permanent status (one full year). The maximum accrual is 360 hours.
Year of ServiceAccrual
0 to 5 full years8 hours per month
5 to 10 full years10 hours per month
10 to 15 full years12 hours per month
15 full years and over14 hours per month
CASH OUT OF ANNUAL LEAVE: Employees who have attained permanent status shall be permitted to cash out up to forty (40) hours of accrued and unused Annual Leave, either in a single lump sum payment or two or more partial payments, each fiscal year.
SICK LEAVE: 8 hours per month. Any hours in excess of 960 will be paid off annually at 50%. Upon retirement, employees with a minimum of 5 years continuous service will receive 50% of sick leave balance. Termination for reasons other than retirement shall be entitled to payment for accrued, but unused sick leave, as follows:
Years of servicePercentage
Less than 2 full years0%
2 to 5 full years10%
5 to 10 full years20%
10 full years or more30%
Retirement (normal, early or disability)50%
HEALTH INSURANCE (Premiums): Employee Medical (Base Plan) - Paid 100% by City. Employee contributions are required for the buy up employee coverage plans. Employee Dental (DHMO or Basic PPO Plan) & Vision (Basic Plan) paid 100% by City. Employee contributions are required for the Employee + Dependent(s) for the Medical, Dental, & Vision Plan.
CONTINUOUS SERVICE BENEFIT: As of December 1 each year - Paid during the month of December.
Year of ServiceBenefit
5 to 10 full years$600 annually
10 to 15 full years$800 annually
15 full years and over$1,100 annually
RETIREMENT PLANS: The two pension/retirement options are listed below:
An option to enroll in a Defined Contribution Retirement Plan. The Defined Contribution Retirement Plan will not require a mandatory contribution. The City will contribute seven (7%) percent of the annual base wages annually. The vesting period for this plan shall be one (1) year from date of hire in the classified service, which coincides with your one-year probationary period.
An option to enroll in a Defined Benefit Retirement Plan option is available. There is a ten (10) year vesting period with a multiplier of 2.00% at normal retirement and a mandatory seven and three-quarters (7.75%) percent employee contribution.
The two (2) options will be fully explained prior to an irrevocable selection.
Optional: 457 Deferred Compensation Savings Plan is available.
HOLIDAYS: 15 per year: 12 recognized holidays and 3 floating days which are allocated for the fiscal year beginning October 1, to all 8 hour per day employees. Employees hired between October 1 and March 31 shall receive 3 floating holidays. Employees hired between April 1 and September 30 shall receive 1.5 floating holidays. Floating holidays must be used within the fiscal year. Non-task employees working 10-hour days receive 10, 10-hour paid holidays but do not receive floating holidays.
FUNERAL LEAVE: Up to 3 workdays - In State; Up to 5 workdays - Out of State
TUITION REIMBURSEMENT: Full-time employees are eligible for tuition reimbursement as outlined in the City’s Tuition Reimbursement Policy which is available in Human Resources and subject to the availability of departmental funds.
MILITARY LEAVE: Members in military reserve units who attend annual training are entitled to paid leave not to exceed 30 days each calendar year.
EAP: Employees, spouses, and eligible dependents have access to five (5) face-to-face sessions with a counselor through Cigna's Employee Assistance Program (EAP). Services include assistance with legal, financial, parenting, elder care, pet care, and identity theft.
Print (https://www.governmentjobs.com/careers/bocaratonfl/jobs/newprint/4720581)
Apply
Executive Assistant
Salary
$26.14 - $34.39 Hourly
Location
FL 33432, FL
Job Type
Full-Time
Job Number
03829
Department
City Manager - Admin, IT, MS
Division
Administration 04/02001
Opening Date
11/06/2024
Closing Date
11/13/2024 11:59 PM Eastern
FLSA
Non-Exempt
Bargaining Unit
N
Description
Benefits
Questions
.
Job Description
Do you want to be a part of the team that helps make the City of Boca Raton one of the best places to live, work and play? We provide world class services, parks, beaches, and public safety. This can only happen when the best, brightest, and most committed individuals come to work for our City. We encourage like-minded individuals to apply and be part of our team! Come join us #WorkforBoca
General Definition of Work:
The Executive Assistant is a key contributor to the City Manager’s administration team in support of the operational needs of the City of Boca Raton. Under the supervision of the Executive Office Manager, the Executive Assistant performs difficult skilled clerical work and is a main point of contact within the City Manager’s office for residents, businesses, City officials and staff.
The Executive Assistant provides broad clerical support to the Mayor, City Council, as well as members of the City Manager’s office.
Essential Functions
Serves as initial and/or primary point of contact for the City Manager’s office. Screens and directs visitors, and replies to general inquiries made via telephone, email, or written correspondence. Escalates or re-directs visitors and/or inquiries as needed
Makes appointments and maintains calendars for Mayor, City Council, and City Manager office members; maintains updates or changes as needed
Determines priority of matters of attention for the Mayor, City Council, and/or City Manager staff; redirects matters to staff or other divisions to handle, or handles matters personally, as appropriate
Keeps the Mayor, City Council, and/or City Manager staff advised of time-sensitive and priority issues, ensuring appropriate follow-up
Prepares communications, memoranda, and/or proclamations in conformance with City policies, to meet both routine and ad-hoc, given brief instructions
Receives, opens, and routes mail received by all members of the office and processes mail directed to the City Council and/or City Manager. Prepares responses to routine correspondences independently.
Coordinates work with other City Manager staff as needed; plays a key role in the coordination of City staff efforts both within and outside of the division
Plans and arranges meetings, including scheduling, sending reminders, conference attendance, and organizing catering when necessary
Demonstrates a high degree of discretion and confidentiality. Attends meetings and prepares or processes documentation which may relate to confidential matters or require discretion
Provides administrative assistance, such as taking and transcribing dictation, drafting a variety of documents, technical and statistical reports, meeting minutes and other materials where a knowledge of format and presentation is necessary, for the Mayor, City Council, and members of the City Manager’s office; Maintains confidentiality
Arranges travel and accommodations as needed; reconciles travel expenditures
Assists with a variety of technical assignments, including conducting research and summarizing findings
Related responsibilities:
Maintains schedule of items for City Council meetings
Acts as backup time-keeper
Performs purchasing duties for the City Manager’s office
Maintains confidential personnel and related files in an efficient and organized manner
Financial responsibilities:
Prepares and/or processes purchase orders
Accountable for inventory and/or property management
Submits timekeeping information and adjusts time and attendance for employees as needed
Exercises fiscal responsibility and discretion in use of funds via Purchasing Card; tracks expenditures and submits for invoicing
Knowledge, Skills and Abilities
Knowledge of:
Standard office practices, procedures, equipment, and executive assistant best practices
City functions, organization, and policies
Professional verbal and written communication skills
Developing internal processes and filing systems
Skilled in:
Microsoft Office suite, with a working knowledge of Microsoft Excel and a high degree of expertise with Microsoft Word and Outlook
Utilizing Oracle for use of timekeeping and/or records management
Use of grammar and ability to write, type, edit and proofread for accuracy
Use of computers and software applications to a moderate degree of proficiency
Organization
Time management
Ability to:
Serve the public and interact with fellow employees with honesty, integrity, and respect
Establish and maintain effective working relationships with City officials, other government officials, associates, and the general public
Maintain administrative and fiscal records, prepare reports, purchase orders,
Manage tasks and deadlines in an organized and professional manner
Work independently and collaboratively with internal and external partners
Adapt to changing priorities and exhibit flexibility
Use discretion and judgement in the distribution or disclosure of confidential information
Organize and coordinate multiple and concurrent projects and/or priorities
Demonstrate superb typing skills by scoring 45 wpm on a standard typing test.
Work under pressure with varying deadlines.
Minimum and Preferred Qualifications
An associate degree from an accredited college or university or equivalent amount of college level coursework in public administration, business administration, communications, or related field
Five (5) years administrative experience with progressive responsibility in an office setting in support of upper management. With specific experience in records or documentation management, communication, and executive support.
Previous experience in local government administration is highly preferred
Possession of a valid State of Florida Class ‘E’ driver’s license
Additional experience is accepted as a minimum requirement in lieu of the postsecondary degree on the following basis: additional four (4) years in lieu of the bachelor’s degree, and additional two (2) years in lieu of an associate degree.
POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:
Final offer and employment are contingent upon successful completion of the following employment screening items:
Criminal Background Check
Employment Verification
Professional References Check
Motor Vehicles Report (MVR) Check
Drug and Alcohol Screens
The City of Boca Raton is an Equal Opportunity (https://www.myboca.us/1226/Equal-Employment-Opportunity) , Inclusive, Veteran's Preference Employer and Drug Free Workplace. It is the policy of the City of Boca Raton to prohibit discrimination on the basis of race, color, religion, gender, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status or condition protected by applicable federal, state or local laws.
BENEFITS SUMMARY
Full-Time Non-Bargaining Employees
ANNUAL LEAVE: Shall accrue prior to an employee attaining permanent status in the classified service, and may be used after six (6) months of employment at the sole discretion of the Department Head, but it shall not be paid out upon resignation or termination unless the employee has attained permanent status (one full year). The maximum accrual is 360 hours.
Year of ServiceAccrual
0 to 5 full years8 hours per month
5 to 10 full years10 hours per month
10 to 15 full years12 hours per month
15 full years and over14 hours per month
CASH OUT OF ANNUAL LEAVE: Employees who have attained permanent status shall be permitted to cash out up to forty (40) hours of accrued and unused Annual Leave, either in a single lump sum payment or two or more partial payments, each fiscal year.
SICK LEAVE: 8 hours per month. Any hours in excess of 960 will be paid off annually at 50%. Upon retirement, employees with a minimum of 5 years continuous service will receive 50% of sick leave balance. Termination for reasons other than retirement shall be entitled to payment for accrued, but unused sick leave, as follows:
Years of servicePercentage
Less than 2 full years0%
2 to 5 full years10%
5 to 10 full years20%
10 full years or more30%
Retirement (normal, early or disability)50%
HEALTH INSURANCE (Premiums): Employee Medical (Base Plan) - Paid 100% by City. Employee contributions are required for the buy up employee coverage plans. Employee Dental (DHMO or Basic PPO Plan) & Vision (Basic Plan) paid 100% by City. Employee contributions are required for the Employee + Dependent(s) for the Medical, Dental, & Vision Plan.
CONTINUOUS SERVICE BENEFIT: As of December 1 each year - Paid during the month of December.
Year of ServiceBenefit
5 to 10 full years$600 annually
10 to 15 full years$800 annually
15 full years and over$1,100 annually
RETIREMENT PLANS: The two pension/retirement options are listed below:
An option to enroll in a Defined Contribution Retirement Plan. The Defined Contribution Retirement Plan will not require a mandatory contribution. The City will contribute seven (7%) percent of the annual base wages annually. The vesting period for this plan shall be one (1) year from date of hire in the classified service, which coincides with your one-year probationary period.
An option to enroll in a Defined Benefit Retirement Plan option is available. There is a ten (10) year vesting period with a multiplier of 2.00% at normal retirement and a mandatory seven and three-quarters (7.75%) percent employee contribution.
The two (2) options will be fully explained prior to an irrevocable selection.
Optional: 457 Deferred Compensation Savings Plan is available.
HOLIDAYS: 15 per year: 12 recognized holidays and 3 floating days which are allocated for the fiscal year beginning October 1, to all 8 hour per day employees. Employees hired between October 1 and March 31 shall receive 3 floating holidays. Employees hired between April 1 and September 30 shall receive 1.5 floating holidays. Floating holidays must be used within the fiscal year. Non-task employees working 10-hour days receive 10, 10-hour paid holidays but do not receive floating holidays.
FUNERAL LEAVE: Up to 3 workdays - In State; Up to 5 workdays - Out of State
TUITION REIMBURSEMENT: Full-time employees are eligible for tuition reimbursement as outlined in the City’s Tuition Reimbursement Policy which is available in Human Resources and subject to the availability of departmental funds.
MILITARY LEAVE: Members in military reserve units who attend annual training are entitled to paid leave not to exceed 30 days each calendar year.
EAP: Employees, spouses, and eligible dependents have access to five (5) face-to-face sessions with a counselor through Cigna's Employee Assistance Program (EAP). Services include assistance with legal, financial, parenting, elder care, pet care, and identity theft.