Assistant to the Mayor and Council

General Functions:
Highly specialized and responsible administrative position assisting the Office of Mayor and City Council. This high visibility position in government relations must work with all members of Council, City departments, sections or divisions, and performs a large amount of internal and external public contact work.
The primary duties include various administrative functions that require working independently and an extensive working knowledge of the City in order for the continuous operation of the offices of the Mayor and City Council. Major emphasis is placed upon the coordination of political, confidential and diplomatic matters that require significant discretion and confidence.
Assignments are received in the form of general outlines or desired results and the employee is expected to develop methods and routines. The work is reviewed through observation of results obtained via periodic reports or evaluations.

Reports To:
City Manager or designee

Supervisory Responsibility:
None

Essential Duties and Responsibilities:

• May perform any combination of all of the following, at the discretion of the City Manager, Assistant City Managers and Public Information Officer.
• Coordinates meetings, conferences, and staff actions of behalf of the Mayor and City Council. Maintains all elected officials calendars.
• Assists in preparing all Council and Council committee articles and newsletters for publication after approval by the elected officials.
• Conducts research and compiles and organizes materials and data to assist in the summarizing and assembling of reports and information on assigned topics as required by members of Council.
• Coordinates all travel schedules for the Mayor and City Council including completing all related expense reports and monitoring of the elected official’s annual budget.
• May attend regularly scheduled City Council meetings and Council Committee meetings as required.
• May assist in preparing agendas and minutes for the Council Committees.
• Responsible for handling all internal and external inquiries to the Mayor & City Council’s offices including telephone calls and office visits, ascertains nature of business and personally handles the majority of the requests by providing information requiring a broad knowledge of City departmental programs, operations, policies and procedures.
• Responsible for distribution of all incoming mail including all forms of correspondence and independently composing applicable correspondence or memorandums. Maintains controls on incoming and outgoing correspondence and documents to ensure timely replies. Maintains all files and records for the Mayor and City Council offices.
• Provides administrative support, as needed, to the other administrative personnel within the Department.
• Performs related work and special projects as assigned or required by the Mayor & City Council.

• Full-time/Regular in-person position.
• Standard workweek, which is forty (40) hours of work per week usually consisting of five (5) days of eight (8) hours per day. The workday may be varied for the efficient delivery of public service.
• Will be required to work other than the standard workweek on occasion, including evenings, weekends, and/or holidays.
• Will be required to work occasional overtime or shift assignments, if applicable.

Requirements:

• High school diploma or equivalent from an accredited institution is required.
• A minimum of 10 years of professional experience supporting executive leadership, including direct experience in a corporate, executive, or C-suite environment, demonstrating a high level of discretion, organizational ability, and strategic support.
• Demonstrated ability at business letter composition, ability to grasp technical terms and concepts.
• Must have excellent knowledge of Word, Excel, PowerPoint, Excel and Microsoft Access.
• Ability to effectively handle legislative matters and respond to legislative representatives from all levels of government.
• Ability to search for, compile data and prepare reports from files and other sources applicable to the topic of concern.
• Ability to exercise good judgment and make decisions in accordance with laws, regulations or policy and apply these to work problems.
• Ability to rapidly acquire knowledge of administrative and procedural regulations and work independently on complex and confidential administrative tasks.
• Must possess a valid Florida Driver’s License, with a clean driving record.
• Must pass background screening process.

• An equivalent combination of High School Diploma, training, and at least 10 years of experience that provides the required knowledge, skills, and abilities may be considered in lieu of the stated education and experience requirements. Substitution will be evaluated on a case-by-case basis to determine relevance and comparability.

Core Competencies:

• Judgment - Sound decisions based on fact; uses logic to solve problems.
• Quality of Work - Performs work thoroughly, accurately, and professionally.
• Reliability - Timely and consistently completes assigned work; consistently reports to work and is punctual.
• Safety - Committed to ensuring a safe environment and complies with applicable safety standards.
• Technical Capability - Applies knowledge to identify issues and works to develop skills; demonstrates knowledge of techniques, skills, and equipment.

• The employee must successfully pass a background screening process and comply with the City’s Drug-Free Workplace policy.
• The City will also verify the identity and employment authorization of individuals hired so the proper completion of Form I-9 is required, which includes the employee providing documents evidencing identity and employment authorization.