Legislative Assistant

The purpose of this classification is to perform Legislative Assistance to the Mayor and Board of City Commissioners and perform specialized administrative and clerical support of the assigned department. The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Provides direct support to the Mayor and of City Commissioners and clerical support to the City Clerk.

Maintains files on Mayor and Commission letterhead/business cards/envelopes, etc. templates.

Maintains expense reports of the Mayor and Commissioners, under the direction of the City Clerk; assists in preparing the annual budget of the Mayor and Commissioners.

Responds to, and routes incoming telephone calls; relaying messages accurately and promptly; interacts with citizens, resolves issues when practicable and as directed; distributes information to the Mayor and Board of Commissioners.

Distributes agenda packets to the Mayor and Board of Commissioners before each Commission meeting.

Provides support in scheduling Commission Retreats including but not limited to: facilitating with Resort/Hotel staff on room setup, mileage reimbursement, reconciling expenses, menu assistance, document preparations and other duties as needed.

Schedules meetings for the Mayor and, upon request, provides scheduling assistance to the Board of Commissioners including but not limited to sending calendar invites/reminders of events; prepares documents, letters, Mayoral Proclamation preparation and framing and, Mayoral Photos.

Prepares travel arrangements for the Mayor and Commissioners including hotel accommodations, conference registration and completion of all travel documentation for Commission approval and reimbursements to the City or to the Elected Official.

Handles Mayor's incoming mail and emails; responding when applicable to resolve issues and concerns; generates mass emails for Mayoral meetings/forums; schedules appointments for the Mayor.

Provides support to Board of Commissioners:
Maintains mailing lists, assistance with correspondence (Ward meeting notices, etc.)

Prepares meeting room setup for extra meetings of the Mayor and Commissioners, including preparation for Mayoral Forums.

Prepares documents including letters, memos, purchase requisitions, travel requisitions, and confirmations for City Clerk's office

Performs various financial duties including maintaining and entering payroll, purchase orders and requisitions.

Safeguards confidentiality of office files and information received

Enter/retrieves/processes/tracks/modifies and utilizes:
Seamless Docs, Novus Agenda, Vision Live, Kronos, JD Edwards, Outlook, Tracker, Microsoft Word/publisher/excel and word processing/spreadsheet/database presentation; internet email or other software as required.

Provides minimal software technical assistance when needed.

Directly supervises one (1) employee in the City Clerk Department, Mayor, and Board of Commissioners. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Associate's degree with coursework emphasis in business…