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Gainesville Regional Utilities Executive Assistant, Sr. in Gainesville, Florida

Executive Assistant, Sr.

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Executive Assistant, Sr.

Salary

$23.26 - $36.25 Hourly

Location

Gainesville, FL

Job Type

Full-Time Regular

Department

CITY MANAGER

Job Number

09580

Closing

5/16/2021 11:59 PM Eastern

  • Description

  • Benefits

  • Questions

Job Ad

Are you an innovative thinker who is customer focused, service driven, detail-oriented and able to create and implement solutions? Are you interested in a career serving the community you love?

If so, we have a career opportunity for you !

The City of Gainesville is seeking a dynamic and experienced Executive Assistant, Sr. for our City Manager’s office to support our City Manager’s Executive Team and staff.

This highly qualified individual will perform complex and fast-paced administrative work in direct support of the City Manager’s office, including but not limited to: assistance with monitoring and preparing department budgets, managing purchases; managing payroll; handling highly-confidential information; maintaining multiple calendars for the City Manager and Assistant City Managers; researching various issues and topics for both internal and external requests; preparing web-based content; utilizing social media platforms; and providing consultation and assistance regarding specific matters.

The incumbent must possess the ability to engage in independent action through the application of problem solving, decision making, dependability and initiative.

The ideal candidate will embody the following characteristics:

  • Demonstrated experience supporting a senior level manager of a department with multiple divisions.

  • Seamlessly handles confidential and complex administrative and staff work.

  • Ability to answer and resolve internal and external employee and constituent inquiries tactfully, courteously, and effectively.

  • Strong communication, written and interpersonal skills with both internal and external employees and constituents.

  • Ability and willingness to use sound judgment, exercise discretion, and after evaluating alternatives, make decisions on matters of significance.

  • Experience working within a government agency in an administrative support role.

To be considered for this position you must have: 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.

NOTE:

This position requires Typing, Word, Excel and PowerPoint testing on the City of Gainesville's tests.

Please Note New Contact Information CareerSource North Central Florida:

  • Website - https://careersourcencfl.com/

  • Gainesville Career Center - (352) 955-2245

  • Starke Career Center - (904) 964-8092

    Testing Requirements:

To schedule testing please contact Pam Cannon, testing administrator, at CareerSource North Central Florida via email at pcannon@careersourcencfl.com or 352-955-2245. ext. 7110 PLEASE LISTEN TO THE ENTIRE MESSAGE FOR INSTRUCTIONS

Passing test scores of 35 wpm (or higher) NET for Typing and an overall score of Strong Knowledge or higher for Word, Excel and Moderate knowledge for PowerPoint are required and may be delivered to the City of Gainesville's Human Resources/Organizational Development Department, 222 E. University Avenue (Old Library Building next to City Hall) or by fax to (352) 334-2055.

Your test scores must be submitted by 5:00pm, EDT no later than May 20, 2021 by 5:00pm. Please be sure to include a cover sheet and the first page of each test

You will need to re-test if the tests you submitted are dated more than one year ago, or if your current scores on file are not at or higher than 35 wpm NET for typing and Strong Knowledge overall scores for Word, Excel and PowerPoint.

*Requires Typing, Word, Excel and PowerPoint

*May fill multiple positions

*May establish an eligibility list

*May require additional skills assessments/testing

Job Description

SUMMARY

This is advanced, diversified, often confidential and moderately complex administrative and staff work supporting a senior level manager who oversees diverse activities within their department. Duties require some independent judgment through the application of problem solving, decision making, dependability and initiative and the ability to process and resolve various departmental issues. Positions allocated to this Classification may assign and review the work of Staff Assistants and Staff Specialists. Duties must be performed at a high level of competence and require discretion and judgment with respect to matters of significance.

Positions allocated to this classification report to a senior level manager of a department with multiple divisions (who is a member of the Executive Team). Work is performed under general supervision and is normally reviewed upon completion. Work in this class is distinguished from higher classes by its lack of managerial responsibility and from lower classes by its coordination of administrative activities, latitude for discretion and decision making, supervisory responsibility and work of a confidential and sensitive nature.

EXAMPLES OF WORK*

*This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position. The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job. Performance of lower level duties may be required.

ESSENTIAL JOB FUNCTIONS

Depending on area of assignment:

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. Prepares meeting agendas, photocopys and/or assembles back-up documentation, mails packets to board and staff members. May take and transcribe minutes.

Assists with the administration of department Progression-through-Training (PTTP) programs; prepares a manual of checklists, procedures and materials and reviews proposed actions to evaluate appropriateness and timeliness before forwarding to the department head for review.

Assists with drafting, modifying, and interpreting operational and personnel policies, guidelines and administrative procedures applicable to department staff.

Drafts and prepares agenda items for City Commission meetings.

Handles inquiries, complaints, and requests; tracks issues and resolutions and provides assistance regarding specific matters within area of expertise in resolving complex inquiries and complaints.

Assists in the proofing, drafting, and distribution of moderately complex documents. Prepares and makes presentations.

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. Makes travel arrangements and prepares itineraries.

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.

Sets work goals, objectives, and priorities.

Works directly with department and division managers to facilitate completion of respective assignments and objectives.

Monitors operation of and recommends repairs or upgrades to office equipment, coordinates repair or upgrade of new equipment.

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; requests information or supporting documentation from appropriate staff.

Receives and screens visitors and/or telephone calls that require the use of judgment, tact, and diplomacy.

Assists managers with confidential/sensitive materials related to labor agreements, political issues, personnel matters, and/or criminal records.

Attends work on a continuous and regular basis.

NON-ESSENTIAL JOB FUNCTIONS

Depending on area of assignment:

May perform tasks normally assigned to Staff Assistants and Staff Specialists as workflow and demands require.

Performs other related duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. Below are the required education, experience, knowledge, skills and abilities to perform the essential functions.

EDUCATION AND EXPERIENCE

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.

CERTIFICATIONS OR LICENSES

Licenses

If courier duties are required, a valid Florida Driver license with a safe driving record is required.

Certifications

A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate is preferred.

KNOWLEDGE, SKILLS AND ABILITIES

Depending on area of assignment:

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.

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

To perform this job successfully, an individual must possess certain physical abilities and be able to withstand work related environmental conditions.

PHYSICAL REQUIREMENTS

While performing the duties of this Job, the employee is often required to sit for prolonged periods of time.

WORK ENVIRONMENT

May be required to work and attend meetings outside regular business hours.

To learn more about benefits available to eligible City of Gainesville / Gainesville Regional Utilities employees, please CLICK HERE (http://www.cityofgainesville.org/Portals/0/risk/2020 Benefit Booklet.pdf) .

01

Do you possess an Associates degree and 3 or more years related work experience?

  • No

  • Yes

    02

    Please select the option below that best describes the highest level of education you have completed. All education must also be listed in your application for consideration.

  • High School Diploma or Equivalency Diploma

  • Associate's Degree

  • Bachelor's Degree

  • Master's Degree

    03

    How many years of experience do you have in responsible administrative and staff support? All relevant work experience must also be clearly listed and shown in your application for consideration.

  • Less than 1 year

  • 1 year - Less than 3 years

  • 3 years to less than 5 years

  • 5 years or more

    04

    Please list the company/agency/organization where you gained this experience. All relevant work experience must also be clearly listed and shown in your application for consideration. Please do not leave this section blank. Do not enter "see resume". Enter "N/A" if this does not apply to you.

    05

    Please select the option below that best describes your years' of government administrative experience. All relevant work experience must also be clearly listed and shown in your application for consideration.

  • Less than one year

  • One year to less than three years

  • Three years or more

  • Not Applicable

    06

    Please use the space below to briefly describe your government administrative experience. Please do not leave this section blank. Do not enter "see resume". Enter "N/A" if this does not apply to you.

    07

    Please select all current certifications from the list below that you possess. Verification of certifications may be required at the time of appointment.

  • A Certified Administrative Professional (CAP) certificate

  • Certified Professional Secretary (CPS) certificate

  • Other Related Certificate

  • Other Non-related Certificate

  • None of the above

    08

    I understand that this position requires passing scores on the City's Typing, Word, Excel and PowerPoint Tests. These tests can be taken at CareerSource North Central Florida. Please contact them at 352-955-2245. ext. 7110 to schedule your appointment or for testing locations. I also understand my scores must be received by HR@cityofgainesville.org- Human Resources before closing date on job posting.

  • Yes

  • No

    Required Question

Agency

City of Gainesville

Address

222 E. University Ave PO BOX 490 Gainesville, Florida, 32627

Website

http://www.cityofgainesville.jobs

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