Executive Assistant Senior

Make a difference in the community you live in! As a Community Builder—an employee with the City of Gainesville— you will have a direct hand in building and improving your community and making a visible impact on the lives of your neighbors. Working for local government is more than a job, it’s a chance to contribute to community success and to help enhance the Gainesville way of life.

Job Details:

GRU Budget, Finance and Accounting is seeking an Executive Assistant, Sr. Along with the Chief Financial Officer’s calendar management, this role is primary timekeeper, purchase card holder, and procurement contact for a department of 50 staff members.

This position handles external communications and scheduling with banks, financial advisors, various attorneys, and regulatory agencies. Professionalism is key. Thorough knowledge of Excel and Power Point are required, previous experience providing direct support to an executive, or high-level leadership is preferred, as well as a high degree of awareness of how to handle sensitive information. In addition to the duties listed below the chosen candidate will be drafting and preparing agenda items for GRU Authority Board meetings.

 

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.

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.