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Onsite - Work onsite all of the time

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Between $18.67 and

$28.01

Per Hour

Position range in North Port-Sarasota-Bradenton, FL Metropolitan Statistical Area $23.06 - $36.75 Per hour

Executive Assistant City of Bradenton Occupation: Executive Secretaries and Executive Administrative Assistants

Location: Bradenton, FL - 34205 Positions available: 1

Job #: 12393035 Work At Home option: No

Posted: 4/18/2024 Updated: 5/15/2024 Expires: 6/17/2024

Source: Employ Florida Site: Employ Florida

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Job Requirements

Job Properties

Job Description

Department/Location:                      City Administration Division

FLSA Status:                                     Non-Exempt

Bargaining Unit:                               None

Classification:                                    Non-essential

Schedule:                                            This position normally works a regular weekday daytime shift

Supervision Exercised:                     None

Supervision Received:                      Reports to the City Administrator, Chief Operating Officer, , City     Clerk and Policy, Planning & Procedures Administrator

General Purpose of the Position:    The purpose of this position is to provide advanced, highly detailed and responsible office and project management assistance for the City of Bradenton City Administration Division.

                                                            The main function of the City Administration Division is to oversee the day-to-day operations of the City ensuring the citizens receive high-quality services. The City Administration Division manages the Fire Department, Administrative Services, Planning & Community Development, Public Works & Utilities, Finance, City Clerk, and Information Technology Departments. The City Administration Division operates under the direction of the Mayor and City Council.

Nature of Work:                                This is a professional, responsible position handling office administration for the Office of the City Administration Division.

Work will include management of department documents, contracts and files; assistance with budget activities; consolidation and dissemination of financial reporting; broad-based research; professional writing including policies and procedures; and some grant administration/reporting.
Work is performed within established rules, regulations and policies.
Work will also include general office operations including screening calls, office visitors and mail; arranging conferences and meetings; answering or transferring requests for information and performing other important public relations activities. With increased experience an employee in this class will assist in resolving complex and unusual administrative situations in addition to the foregoing.
Work is carried out with considerable latitude, requiring independent judgment and initiative within the framework of the city’s Code of Ordinances and departmental policies and procedures. Work is reviewed through conferences, observation, analysis of written work and evaluation of results achieved.

Illustrative Examples of Work:

Provide varied administrative support services; research and/or prepare drafts and accurate final copies of correspondence, reports, documents and memoranda.
Perform project-based research and analysis. Ensure that department contracts, leases, agreements are logically maintained and terms are being complied with.
Receive and assist visitors or employees in the Office of the City Administration Division. Maintain files and correspondence for the department, , invoices and requisitions for the department, maintain adequate supplies for the department.
Receive, screen and assist callers; notify personnel of meetings, appointments, specific duties or occurrences; make arrangements for conferences and meetings; participate in preparing meeting agendas; make appointments for the immediate administrative staff; proofread reports, forms and other typed matter for accuracy; correct grammatical usage and appearance; may make travel arrangements as required.
Take and transcribe accurate minutes of the City Council and departmental meetings, and draft general reports of proceedings.
Coordinate and/or carry out projects in whole or in part from concept to completion, using problem-solving and research and evaluation skills to resolve issues independently.
Oversee and participate in the preparation of detailed reports, policies, summaries and presentations including the city-wide budget, administrative policy manual, standard operating procedures manual, etc.; ensure that necessary follow-up work is completed within specified time-frames. Presentation of reports, analysis and publications in support of the City Administration Division may be required on occasion.
Assist citizens in determining what governmental agency they should speak with in the event their needs for services do not fall within the purview of the City Administration Division.
Tactfully respond to citizens’ complaints and troubleshoot solutions with assistance of the appropriate City department and/or Legislative personnel.
Conduct research utilizing all available resources, including social media, for relevant, meaningful departmental training, programs and/or department growth and advancement opportunities.
Become a Notary Public and be available to witness, attest or certify various documents as requested.
Assist the City Council and City Clerk with functions (i.e. agendas, minutes, etc.) and any additional projects as requested or required. In the absence of the City Clerk, attend City Council meetings to record minutes and collect all documentation presented to the City Council.
Following City Council meetings, scan and file all approved documents (i.e. Ordinances, Resolutions, Contracts, etc.) in the appropriate folders and assist the City Clerk in writing the minutes from the meeting.

Desirable Knowledge, Skills and Abilities:

Ability to appreciate the importance of working with confidential or discreet information, and maintain trust within the City Administrative Division team.
Extensive knowledge of business English, with an emphasis on grammar, punctuation, spelling; also public relations and telephone etiquette.
Thorough knowledge of the professional practices, procedures, systems and equipment utilized in a modern office environment.
Must continually develop a thorough understanding of all City departments in order to provide thorough aid and assistance to internal and external customers.
Knowledge of computer applications to include Microsoft Office applications such as Word, Excel, Outlook, PowerPoint, and Publisher, and Adobe Acrobat. Ability to create interactive forms.
Ability to recall and relate information accurately and reliably and to understand and carry out complex oral and written instructions, prioritize work and meet time restraints.
Ability to work independently and carry out assigned projects to completion with little to no instruction.
Ability to proactively seek support or assistance from co-workers when appropriate.
Ability to adhere to prescribed routines and practices.
Ability to multi-task, effectively managing multiple projects, and maintaining complex records.
Ability to establish and maintain effective working relationships with employees (including Mayor, City Council and department heads), outside agencies such as several Manatee County offices, as well as state legislators, etc.; co-workers; and the public, as necessitated by the work.
Must be team-oriented, highly accurate, and self-motivated with the ability to pay close attention to details.
Other related duties as assigned.

Other Equipment and Software Requirements: Laserfiche (Document Management Software); Munis ERP software; telephone; copy machine; printers; and other office equipment.

Desirable Training and Experience: Graduation from an accredited college or university with a bachelor’s degree in a business-related field (some finance background preferred), OR 3 years of experience working in a capacity similar to that defined within the job description, or an equivalent combination of education, training, and experience at the discretion of the Administrative Services Director.

Environmental Conditions: Indoors in an office environment. Must be able to work closely with others and under time-sensitive conditions on occasion.

Pay Grade: 116

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. Duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

Employer Research

City of Bradenton
Is a Local Government employer
http://www.cityofbradenton.com

Company Profile:
The City of Bradenton is looking for great people like you to join our organization, and with your talent, we are confident that we can grow our teams.
The City prides itself in being The Friendly City. We are recruiting candidates who are team players, self-motivated, enjoy working with people and are determined to succeed at whatever they do. Our overall success is indicative of a dedicated workforce that provides excellent services to Bradenton residents and the public at large.
Bradenton is a place to explore your potential; the City looks for people who can grow, be creative, and contribute to what can be a rewarding career in a fine workplace. Our culture embraces diversity and seeks those who desire to achieve and lead while supporting the organization's goals and mission. In Bradenton, it is about the people, your skills, your passion, and, your dedication.
I thank you for your interest in the City of Bradenton and look forward to welcoming you to our team! Come thrive with us!

500-999 employees

Jobs from this Employer

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Location/Work Site Information

Address: 101 Old Main St W, Bradenton, FL 34205

Work At Home option:

Public Transportation Accessible:

Yes

Location/Work Site Industry (NAICS):

Other General Government Support (921190)

Cost of Living:

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Compensation and Hours

Salary Range: $18.67 - $28.01 Hour DOE (Depends on Experience) Benefits Provided: Dental, Holidays, Life Insurance, Medical, Retirement/Pension, Sick Leave, Tuition Assistance, Vacation, Vision Other Benefits: Not Available Full or Part Time: Full Time (30 Hours or More) Job Duration: Over 150 Days Type of Job: Regular

Day Shift

Evening/Swing Shift

Night/Graveyard Shift

Rotating Shift

Split Shift

Flexible Shift

12AM

12PM

Hours per Week:
40

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Work Experience

Minimum Experience Required: 36 months

Education and Training

Minimum Education Level Required: High School Diploma or Equivalent

Required License/Certification: No

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Skills Required

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Occupation Information

Occupation:

Executive Secretaries and Executive Administrative Assistants

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Jobs Available

This section shows the number of job openings advertised online in Manatee County, FL for Executive Secretaries and Executive Administrative Assistants and for the related occupational group of Office and Administrative Support Occupations on May 16, 2024 (Jobs De-duplication Level 2).

This table contains Occupation, and Job Openings
Occupation	Job Openings
Executive Secretaries and Executive Administrative Assistants	46
Office and Administrative Support Occupations	389

There were 46 job openings advertised online in Manatee County, FL for Executive Secretaries and Executive Administrative Assistants on May 16, 2024. There are also 389 job openings advertised online for the related occupation group of Office and Administrative Support Occupations in Manatee County, FL on May 16, 2024.

Source: Online advertised jobs data

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Personal Requirements

Knowledge:

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