Executive Administrative Assistant - City Manager's Office at City of Eustis – Eustis, Florida

The City of Eustis is seeking a trustworthy, responsible individual who under direction, performs administrative and executive-level administrative work, providing highly accountable, confidential support to the City Manager, Deputy City Manager, Economic Development, City Clerk, Events & Communication Department, and City Commission. Maintains city records and maintains transparent access per state laws. Employee works with considerable independence and initiative but confers with the City Manager on unusual administrative and legal problems.

Examples of Machines, Tools and Equipment: General office equipment

• Acts as administrative assistant for the City Manager, Deputy City Manager, Economic Development, City Clerk, Events Department, and City Commission, including coordinating schedules, appointments, travel arrangements, and meetings;
• Responds to all public inquiries on behalf of the City Manager’s office;
• Represents the City Manager when communicating with employees and the public. Greets and assists the public and visitors;
• Supports City Clerk with the maintenance of the city website, posting meeting materials, public notices, presentations, agendas, public hearings, and schedules for city boards and committees;
• Interprets, explains, and implements administrative policies and decisions;
• Develops, initiates, and manages various special projects and events assigned by the City Manager;
• Composes, types, and reviews correspondence, minutes, reports, forms, etc.;
• Performs research, analyzes, and compiles data for departmental reports;
• Composes and prepares resolutions and/or ordinances for submission to City Commission;
• Answers the telephone, providing information, assistance, screening, and taking messages;
• Assists in preparation of annual budget;
• Initiates budgetary purchases, processes requisitions, purchase orders, and processes invoices for payments;
• Monitors and balances Department expenditures;
• Collects, receipts, balances, and records all money and negotiable instruments for the department;
• Verifies accuracy of credit card statements and billing, balances departmental budgets;
• Records and transcribes minutes of various meetings, as needed;
• Establishes and maintains logs, files, and other records;
• Maintains inventory of office supplies;
• Monitors service contracts and provides for routine maintenance/repairs;
• Processes employee timesheets and leave forms for payroll.

Other Job Functions:

• Assists in the preparation of special events;
• Assists the City in the preparation for and aftermath of a major emergency such as a hurricane or other storm or disaster, as needed;
• Performs other related duties as required.

Knowledge, Abilities and Skills - Thorough knowledge of government protocol, business English, grammar, punctuation, math, spelling, modern office practices and city operations, policies and procedures; knowledge and understanding of requirements of federal, state and local laws relative to the City; knowledge of accounting and bookkeeping principles and procedures; knowledge of various computer software programs, including Microsoft Word and Excel. Ability to learn Edmunds and other software programs required for the position.

Ability to assemble, organize data and to compose effective, accurate reports; ability to maintain files and keep records; ability to work well with others and assist the public, employees and personnel from other governmental entities cooperatively and effectively; ability to work independently and oversee the work of others; ability to make decisions in accordance with city policy; ability to maintain confidentiality; ability to express oneself clearly and effectively in verbal and written form; ability to prioritize projects and work load; ability to work under stress and pressure; ability to record and transcribe accurate minutes of meetings; ability to remain at a city work shelter, before, during and after a hurricane or other storm or disaster, if asked

Excellent public relations skills; ability to type at least 35CWPM; intermediate to advanced skills in Microsoft Word and Excel; skilled in the operation of basic office equipment.

Minimum Qualifications - Associate’s Degree from an accredited college or university with major coursework in Business, Office Management, or related fields; supplemented by five (5) years progressively responsible administrative secretarial experience to a chief executive, preferably in the public sector. A Valid Florida Driver's License with a satisfactory driving record is required.

Working Hours: Monday through Friday, 8:00 a.m. to 5:00 p.m.

Physical Demands - This is primarily sedentary work with some periods of moderate physical effort. Requires sitting for long periods of time; walking short distances; bending and reaching; good finger/hand dexterity and hand/eye coordination; good eyesight, hearing, and speech; occasional lifting up to 35 pounds and occasional carrying/pushing/pulling up to 35 pounds.

Salary Information:

$22.60 per hour ($47,012.00 per year); EXCELLENT benefits (Note: See Benefits Tab for more information). Applicants should expect a starting salary of $22.60 per hour. Only applicants with the most job-related qualifications will be selected for interview and further consideration. Additional consideration may be given to applicants with more extensive education, training, or experience. Final candidates will be subject to skills testing, including spelling, math, grammar, Microsoft Word, Microsoft Excel, customer service, ten-key and typing (minimum 35 CWPM). Following a thorough background investigation including a criminal history and driver’s license check, the candidate will be given a conditional offer of employment.

Benefits: Excellent health insurance with several options available, 100% dental coverage for employee, paid sick and vacation leave, generous matching 401(a) plan, 100% tuition reimbursement for continuing education, free employee fitness center, and more!

Closing Date:

Open until closed by the City

Important Information:

Applications must be received no later than 5:00 pm on the closing date as listed above. The City may close positions that are posted with an Open closing date at any time, without prior notice. The City’s application is required. The online application is the preferred method but printed applications are also available in person at 109-A East Orange Ave, Eustis. Office hours are 8:00 am to 5:00 pm Monday thru Friday. For assistance or more information, please visit Human Resources at www.eustis.org or call 352-483-5472. Under Florida Law, all application materials are public record and subject to public scrutiny.