Executive Assistant Job at City of Clearwater, FL in Clearwater

Salary: See Position Description

Location : Clearwater, FL

Job Type: Full-time

Job Number: 2025-00045

Department: City Council

Opening Date: 10/29/2024

Closing Date: Continuous

THE CITY OF CLEARWATER IS AN EQUAL OPPORTUNITY EMPLOYER
Position Description

TARGET SALARY RANGE: $55,240 - $58,002 DOQ
OPEN UNTIL FILLED

Under general administrative direction, the Executive Assistant performs highly responsible administrative support functions for the Mayor, City Council or City Manager's office. Perform complex tasks requiring discretion, initiative, independent judgment, and working knowledge of the city organization and programs.

This recruitment is for the City Council's office.

Duties and Responsibilities

Essential Functions:Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. Essential duties and responsibilities may include, but are not limited to, the following:

• Provides direct support for either the Mayor, City Council or City Manager's Office.
• Schedules and maintains calendars and appointments and handles sensitive and important information.
• Types letters, memoranda, forms, and other materials; reads, reviews, and addresses incoming mail and routes to appropriate office.
• Interacts directly with the general public, government officials, reporters, and other organizations and determines appropriate disposition.
• Disburses information pertaining to city procedures and policies.
• Acts as a conduit for confidential matters, such as personnel matters and confidential strategic discussions.
• Refers questions to appropriate employees or departments when warranted.
• Makes arrangements for conferences including space, time and place; informs participants of topics to be discussed.
• Assists, supports, and facilitates the coordination of budgetary and financial systems; develops and implements management, processing, and administrative systems.
• Works closely with divisions and other departments in maintaining the support systems and providing information regarding departmental operations.
• Orders supplies and ensures general office support; processes travel expense reports, monthly mileage requests, and other reimbursement inquiries.
• Evaluates invitations to ensure compliance with state reporting requirements and city rules; schedules public appearances and obtains talking points for public presentations.
• Performs other duties as assigned.

Minimum Qualifications

Licenses, Certifications, and Equipment:

A valid State driver's license is required.

Education and Experience:

Associate's Degree PLUS three (3) years' experience in a secretarial or administrative position; OR an equivalent combination of education, training, and experience may be considered.

Supplemental Information

Knowledge of -

• Operations, services, and general functionality of the City
• Budgetary and fiscal operations of various departments
• Various departmental programs and policies of the City of Clearwater
• Business and administrative practices
• Office practices, procedures, and equipment
• Record keeping, report preparation, filing methods, and records
• General office policies and procedures; computers and general office equipment

Skill in -

• Organizing work and setting priorities to meet deadlines
• Providing a high level of customer service
• Performing highly skilled secretarial and clerical work
• Completing sensitive and confidential tasks with skill and accuracy
• Handling complex tasks without recourse to supervisors
• Transcribing, taking notes, gathering information, and presenting information clearly
• Scheduling, organizing, and assisting administrative members
• Establishing and maintaining effective working relationships
• Operating a computer and related software

FULL TIME EMPLOYEES ONLY RECEIVE:
Health and Wellness initiatives •100% employee health care coverage •Option for dependent health care •Life Insurance •Optional Dental, Vision, AFLAC •Employee Assistance Program (EAP) •Retirement -General Employee Pension Plan •Voluntary Tax-deferred 457 Plan •Paid holiday, vacation, sick leave plans •Competitive Salaries •Tuition assistance •Training and development opportunities •Travel compensation •Military leave •Bereavement leave •Discount coupons •Service and employee recognition awards
PART TIME EMPLOYEES ONLY RECEIVE:
Paid holiday, vacation, sick leave plans •Employee Assistance Program (EAP) •Competitive hourly rates •Flexible schedules •Training and development opportunities •Discount coupons •Service and employee recognition awards

SEASONAL, VARIABLE, TEMPORARY, EMERGENCY EMPLOYEES RECEIVE NO BENEFITS.

01

What is your highest level of education?

• Masters Degree or higher
• Bachelors Degree
• Associates Degree
• High School Diploma or GED Certificate
• Completion of 10th grade
• Less than 10th grade education

02

What level of Driver's License do you currently possess?

• CDL A
• CDL B
• Regular (E)
• ID Only
• Out of State
• None of the above

03

How many years of experience do you have in a secretarial or administrative position?

• No experience
• 1-2 years' experience
• 2-3 years' experience
• 3-4 years' experience
• 4-5 years' experience
• 5+ years' experience

Required Question