Responsible for performing numerous and diverse administrative functions of a complex nature necessitating research and evaluation relative to the daily operations of the Administrative Office comprised of the City Manager, Assistant City Manager, Public Information Officer, City Clerk, and Deputy City Clerk. All duties are performed with considerable independence, discretion, judgement, and diplomacy under the general supervision of the City Manager or designee. Provides backup support in the absence of the Deputy City Clerk.
This position is considered an emergency/disaster position. During emergency conditions, all City employees are automatically considered emergency service workers. City employees are subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation, which requires that the employee be ready, willing, and able to report to work during emergencies and/or disasters of any kind, notwithstanding any other commitments the employee may have and be able perform emergency services duties, as assigned.
Provides professional administrative and office support to the City Manager and Administrative Office staff in a collaborative manner, enhancing efficiency in daily operations. Work requires confidentiality, discretion, and considerable independence.
Coordinates meetings for the City Manager and Administrative Office staff with other City personnel, various groups, organizations, and committees.
Writes, edits, or coordinates the preparation of emails, agenda items, reports, letters, minutes, or other printed material at the direction of the City Manager or designee.
Coordinates administrative matters; identifies and resolves administrative problems. Performs well while under pressure.
Assists with responses to a wide range of inquiries, complaints, and concerns by coordinating with appropriate departments.
Manages the flow of administrative work, coordinates meetings, schedules appointments and conferences, makes travel arrangements and accommodations, and notifies attendees.
Manages Administrative Office Personnel schedules and calendars. Effectively communicates any updates and changes.
Assists in the preparation, entering, and monitoring of the Administrative Office budget. Performs minor accounting duties for the Administrative Office and Information Technology Department accurately and timely in compliance with policies.
Performs special projects as assigned by the City Manager or designee.
Assists in compiling grant and legislative affairs documents; maintains listing of citywide agreements and expiration dates.
Organizes and maintains the office filing system. Collaborates to develop and implement new filing systems as needed.
Supports other team members by cross-training in related roles and provides back up to other related positions.
Receives incoming verbal or written communication, reviews content, determines importance, and summarizes and/or distributes contents to appropriate staff.
Reviews and routes mail. Maintains mailroom supplies and monitors and replenishes postage funds.
Routinely greets and interacts with the public, internal staff, and elected officials; receives, screens, and routes incoming telephone calls providing prompt and accurate information and assistance as needed/directed.
Conducts city records research as directed by the City Manager or designee. Communicates with residents regarding general inquires.
Collects data and prepares analysis reports as directed by the City Manager or designee.
Responsible for initiating requisitions, processing purchase orders, travel requests and other expenditures; orders and maintains office supplies.
Prepares and processes time sheets; prepares personnel action forms and other related personnel documents.
Attends meetings, workshops and other events as directed by the City Manager or designee.
Serves in a backup role for the Deputy Clerk, which may include providing City Council agenda support, public records requests, meeting preparation, information management, and other related functions.
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