Executive Assistant

FL

Job Details

  • Job Function: Assistant to the Manager/CAO
  • Salary: $48,000 - $60,000. DOE
  • Position Type: Full Time
  • Population: 5,628
  • Website: http://www.bayharborislands.org
  • Form of Government: Council-Manager

Summary

WORK OBJECTIVE:
Provides highly-skilled clerical and administrative support to assist the Town Manager and the Assistant Town Manager in the overall management of the department. Provides oversight of daily clerical work, scheduling, recordkeeping, and administrative support assignments in the Office of the Town Manager. Manages the Town’s communications, social media and marketing efforts. Work is performed under general direction with moderate latitude in the use of initiative. Position relies on experience and exercises independent judgment based on subject-matter expertise in the area of specialization.

EXAMPLES OF ESSENTIAL FUNCTIONS:
The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

• Responds to information requests and complaints regarding services; resolves or coordinates resolution of issues
• Serves as administrative liaison to the Town’s lobbyists and oversees and assists with development of the Town’s legislative agenda
• Assists in the development of grant applications and the administration of all grant contracts
• Prepares, proofreads, processes and distributes reports, documents, letters and specialized correspondence
• Transcribes documents from handwritten notes or verbal instructions utilizing applicable computer software
• Facilitates communications between Town Council, senior management team, and staff
• Attends staff meetings; prepares and distributes notes on meetings as required; performs pre and follow-up work as appropriate to include scheduling and logistics
• Answers phones, routes callers, and provides information as required; refers calls to appropriate department/staff members
• Assists in assembling and preparing data, photographs, charts, maps, and other related materials as required by the Town Manager and the Assistant Town Manager
• Assists the Town Manager and the Assistant Town Manager on matters such as organizational procedures and the general administration of the Town Manager’s office
• Files reports, correspondence, and other documents; maintains filing system in an efficient manner
• Keeps the Town Manager and the Assistant Town Manager updated on current activities in the office and within the departments
• Researches, compiles, and analyzes data for special projects and/or various reports as needed
• Coordinates and oversees communications and marketing efforts for the Town as authorized by the Town Manager
• Ensures that all aspects of communications and marketing related materials are compliant with Town policy and that they are consistent with the Town’s mission and values
• Organizes public information meetings with the Town Manager, senior management team, elected officials, and other agencies or affiliations as needed
• Prioritizes, distributes, and processes incoming and outgoing mail for the Town Manager and the Assistant Town Manager
• Coordinates travel arrangements and maintains appointment schedules for the Town Manager, the Assistant Town Manager and the Town Council, as needed
• Assists with photocopying, assembling materials, and simple clerical work as needed
• Performs other duties as required or as assigned

Social Media Management:
• Posts news, announcements, information, articles, and events to social media sites
• Writes and edits copy; creates or modifies artwork in multiple sizes and formats
• Serves as a moderator for the Town’s social media sites; answers questions; monitors posts for trolls
• Updates the Town website and creates posts when needed; maintains the Town mobile phone application
• Develops monthly newsletter with outside vendor; gathers information from various departments and elected officials for submission; creates graphics and edits photos; writes content; creates or edits ads for local businesses; proofreads all materials to ensure accuracy
• Maintains the email newsletter list; emails the newsletter every month
• Researches product or service pricing for specialty items or projects for the Town Manager’s office (i.e. flower baskets, event vendors, etc.)
• Processes invoices, check requisitions, and film and special event permits
• Maintains exclusive parking agreements; processes payments; establishes new agreements when requested by property owners
• Produces artwork for miscellaneous Town events or projects as requested (i.e. posters, flyers, postcards, t-shirts, etc.)
• Writes emergency communications and serves as the voice for the Code Red system
• Performs other duties as required or as assigned

Supervision:
• None

MINIMUM QUALIFICATIONS:
High school diploma or GED; supplemented by five or more years’ progressively responsible administrative and social media experience; or an equivalent combination of education, certification, training, and/or experience. Must have or be able to obtain Notary Public certification. May be required to have and maintain a valid Florida state driver’s license. May be required to have or obtain additional formal industry certification(s) based on area of assignment.

PREFERRED QUALIFICATIONS:
• Bachelor’s degree in public administration or related field
• Experience with content marketing theory and application
• Paralegal certification

In addition to meeting the minimum qualifications listed above, an individual must be able to perform each of the established essential functions in order to perform this job successfully.

KNOWLEDGE, SKILLS, AND ABILITIES:
• Advanced knowledge of administrative and clerical procedures and systems such as managing files and records, transcription, and other office procedures and terminology
• Advanced knowledge of principles and processes for providing outstanding customer service
• Knowledge of public records laws in the state of Florida
• Knowledge and understanding of social media platforms (i.e. Facebook, Twitter, Instagram, YouTube, Pinterest etc.)
• Skill in creating and publishing relevant, original, and high-quality social media content
• Skill in working independently and following through with assignments with minimal direction
• Advanced ability to operate a computer using Microsoft Office products (Word, Outlook, PowerPoint and Excel), Adobe Photoshop, Illustrator, and Acrobat and applicable department / organizational software
• Ability to effectively communicate information and ideas in written and video format
• Ability to handle confidential information with tact and discretion
• Ability to communicate effectively verbally and in writing
• Ability to deal effectively with the public
• Ability to establish and maintain effective and cooperative working relationships with those contacted in the course of work
• Ability to organize work for timely completion
• Ability to regularly attend work and arrive punctually for designated work schedule
• Ability to pass the required background check and drug screening

PHYSICAL REQUIREMENTS:
Depending on functional area of assignment, tasks involve the ability to exert light physical effort usually involving some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 20 pounds). May involve some climbing, balancing, stooping, kneeling, crouching, crawling, walking or standing. Tasks may involve extended periods of time at a keyboard or work station and extended periods of time standing and/or walking.

ENVIRONMENTAL REQUIREMENTS:
Tasks are regularly performed inside without exposure to adverse environmental conditions (e.g., dirt, cold, rain, fumes).

SENSORY REQUIREMENTS:
Tasks require sound and visual perception and discrimination. Tasks require oral communications ability.

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