Executive Office Associate I

Nature of Work

Advanced responsible administrative and clerical work, carrying out a wide variety of activities as assistant in the Office of the City Manager.

Illustrative Examples of Essential Duties

• Acts as assistant to Executive Staff /City Managers Office producing correspondence, reports, scheduling and managing an active calendar, replies to various requests for information, preparing minutes, and/or screening calls to determine appropriate person to respond to caller
• Collects and processes data, conducts analysis and prepares statistical reports
• Reviews and processes financial documents including accounts payable, purchase orders, invoices and other expenditures
• Provides support for City Commission Meetings and Commission Committee Meetings including the preparation of agendas, supporting documents and materials, as well as scheduling meetings and briefings
• Screens visitors, telephone calls and mail
• Gives information to the public or directs requests to appropriate department
• Investigates and responds to constituent inquiries and complaints
• Arranges meetings and conferences
• Composes and types letters and memoranda in conformance with City policies independently from brief instructions
• Sets up and maintains filing systems and office procedures
• Operates standard office equipment
• Maintains confidential personnel and related files
• Provides assistance to the Office of the City Manager
• Supervises and trains subordinate clerical personnel
• Performs related work as required

Minimum Requirements

• Three (3) years considerable full time experience in administrative work, including experience in local government offices
• Accounts payable experience
• Bachelor's degree in Public/Business Administration or a related field.
• Experience may substitute for education on a year-for-year basis.

• Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact
• Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to, word processor, calculator, copier, and fax machine
• No significant standing, walking, moving, climbing, carrying, bending, kneeling, crawling, reaching, handling, sitting, standing, pushing, and pulling

• Ability to establish and maintain effective working relationships with elected officials, coworkers, the press the general public and members of diverse cultural and linguistic backgrounds regardless of race, religion, age, sex, disability, political affiliation, gender identity or sexual orientation.
• Ability to serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of all city ethics and conflicts of interest policies. Strong understanding of ethical behavior is required.
• Ability to maintain regular and punctual attendance.
• Performs related work as required.
• Reports to work as directed during an emergency as an essential employee of the City of Miami Beach.

Applicants must detail any related work experience on the application or risk disqualification. It is the applicant's responsibility to update their NEOGOV profile with work experience, education, certifications and personal contact information when submitting each application, failure to do so will result in ineligibility. City of Miami Beach employees must reflect their current position and detail their work experience on the application to avoid being disqualified.

Veterans Preference:Veterans Preference is awarded in accordance with Florida State Statute 295.07. If veteran's preference is being claimed, it must be indicated on the application form and proper documentation, including all forms DD-214 (either Member 2 or Member 4), as well as the final Department of Defense Disability Letter (dated within one year)must be submittedwith the application.