Executive Assistant

Job Description:

Executive Assistant

Description

All current City of Sarasota employees must apply to job postings on the internal career site.

Come work at a place where employees of the City serve with Excellence and Pride!

NOTE: The City of Sarasota is an Equal Employment Opportunity , Veteran, E-Verify and Drug Free Workplace employer. Click to view the City's Veterans Recruitment Plan . Click to view a the City's Educational Equivalency Statement.

Department:
City Auditor and Clerk

Employee Type:
Probationary

Time Type:
Full time

Salary Range:
$33.5886 - $43.6652 Hourly / $69,864.29 - $90,823.62 Annually

Job Posting Period:
January 13, 2025 - January 28, 2025 12:00 A.M.

Job Description:

Overview

To perform detailed, high level executive support for the City of Sarasota's Charter Official's offices. Responsibilities range from communications support tomanagement of assignments and critical target action assignments made to City staff as well as planning and maintaining operational procedures to promote amicable relationships between the city, community and civic organizations and the general public.

Essential Functions

• Takes initiative to handle complaints for citizens and City Commissioners and assures that such complaints are referred to the appropriate department for corrective action and timely completion. Follows up to determine customer satisfaction, keeping the Executive informed.
  
• Manages telephone calls and generates correspondence in response to inquiries or requests for service from the public, makes assignments to appropriate departments, tracks and follows up on the assignments to determine customer satisfaction, keeping the Executive informed.
  
• Forwards e-mail received by the Charter Official Office/Commission Office to department heads or staff if action is requested by a citizen or City Commissioner and follows up to make sure action has been taken and the person requesting the action has been notified and is satisfied, keeping the Executive informed.
  
• Meets with the Charter Official daily to provide status updates on problems, complaints, incomplete assignments or situations that may require the Executive's input.
  
• Receives incoming correspondence; sets priorities for required action; assigns actions to appropriate departments; monitors progress toward completion.
  
• Creates professional and error free correspondences for the Executive to respond to citizens, media or other community stakeholders.
  
• Utilizes Microsoft Office Suite at an expert level to create Power Point presentation, Excel spreadsheets and Word documents for publication.
  
• Assists in advising appropriate department heads of directives and assures that required actions are understood and accomplished in a responsive and timely manner.
  
• Occasionally may be requested to attend meetings and conferences as assigned; notes critical information and data for the Charter Official; sets priorities for required action; assigns actions to appropriate departments; monitors progress toward completion.
  
• Maintains and follows up with department heads regarding assignments with due dates and assignments generated by the City Commission; summarizes reports for the Charter Official when received from multiple sources; keeps the Executive apprised of potential problem areas.
  
• Manages the Charter Officials' and the Deputys' calendars and maintains schedules one year in advance; prepares daily schedule and supporting data and documents as required.
  
• Conducts weekly meetings with the Charter Official and Commission Liaison staff to keep appraised of current and planned developments, sets priorities, arranges for training and plans for effective accomplishment of staff responsibilities; and prepares performance evaluations.
  
• Assists with the department payroll and ensures conformance with approved budget.
  
• Assists with the preparation and administration of the annual budget and maintains budget and expenditure controls.
  
• The intent of this class description is to provide a representative summary of the types of duties and responsibilities that would be required of classifications given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Incumbent may be required to perform job-related tasks other than those specifically presented in this job description.
  

Minimum Qualifications

• Associate's Degree from an accredited college or university with course work in office management, paralegal, project management, or related field,
  
• Five (5) years of progressively responsible experience in a municipal government setting or comparable private enterprise,
  
• Or the equivalent in education, training, and experience, which would provide the necessary knowledge, skills and abilities.
  

Job Based Competencies

• Ability to use Microsoft Office Suite and other City related computer applications such as the City's financial software, Payroll and Time Management software at an expert level.
  
• Knowledge of City administrative support resources and of how to make effective utilization of it in the solution of problems encountered in the workplace.
  
• Ability to consistently exercise good judgment and ability to work professionally with confidential information and situations.
  
• Integrity in performing duties for the Executives of the City is a must.
  
• Knowledge of City goals, missions and the Strategic Plan.
  
• Knowledge of the operations of City government.
  
• Knowledge of the duties and responsibilities and roles and working relationships of key City personnel.
  
• Knowledge of new and revised programs being considered or underway and of their current status.
  
• Knowledge and understanding of the basic functions and activities of the community and civic groups and of private sector organizations having relationships with the City.
  
• Knowledge of office machines and equipment set-up and operations, including applicable computer software programs.
  
• Knowledge of the interests and concerns of the City Commission in relationship to City operations and activities.
  
• Ability to establish and maintain effective working relationships with the City Commission, City officials and employees, members of boards and committees, and community and civic groups.
  
• Ability in both oral and written expression, to provide accurate and appropriate explanation, information and responses to inquiries from citizens, the media and others interested in City activities; ability to resolve problems and make appropriate decisions.
  
• Ability to follow complex instructions and skill in the exercise of independent judgment and discretion in resolving problems and work priorities.
  

Responsibility

Under the direction of and responsible to the Charter Official. The incumbent also monitors the progress of special actions assigned to City department heads.

Physical Requirements

This is sedentary work requiring limited physical effort. May be required to exert a negligible amount of force to move objects. Position requires visual acuity for reviewing, checking and maintaining written and computer files. Position requires sufficient hearing to accurately receive information at normal spoken word levels. Manual dexterity to operate standard office data entry and word processing equipment is required.

Public Contact

Public contacts are a critically important aspect of the duties and responsibilities of this position. Exemplary public and community relations skills are a must in this position. Contacts are of a wide range and variety and involve residents, visitors, and persons prominent in both the public and private sectors, i.e., developers, attorneys, Chamber of Commerce representatives, Legislative and elected officials, community and civic groups, officials of County, State and Federal government, the media, City boards, business owners in the downtown area, and many more. Contacts are for the purpose of obtaining and furnishing information, providing interpretations and explanations, responding to complaints, and persuading and seeking assistance or approval from others.

Retirement Benefit

The City of Sarasota made the transition to become a Florida Retirement System (FRS) employer effective December 1, 2021. To learn more about what this benefit may mean for you, please visit MyFrs.com. Please note that if you are hired to work for the City of Sarasota as an FRS employer, you will be asked to complete a form to certify your FRS status, as there may be an impact to any FRS benefit you are already receiving.

I f you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to Jake Brown our ADA Coordinator. Jake can be reached via email at Jake.Brown@sarasotafl.gov or via phone at 941-263-6299.

F or questions pertaining to general employment or job application status, please call 941-263-6476, or email HR@sarasotafl.gov

Salary:

$69,864.29 - $90,823.62 Annually