Executive Management Assistant to City Manager

BENEFITS OF WORKING FOR THE CITY OF BROOKSVILLE:

20 days of PTO for the first year (unutilized hours roll over) and accrual increases with years of service

12 paid holidays and 2 floating holidays

Florida Retirement System Pension and Investment Plan

Employer paid health coverage

Tuition reimbursement up to $5,250 a year!

JOB SUMMARY/OVERVIEW OF THE POSITION: Under the general direction of the City Manager, the Executive Management Assistant provides highly responsible executive, administrative, resident-service, analytical, and project-management support to the City Manager's Office. This position combines the day-to-day executive support and customer-service responsibilities of the City Manager's Office with professional-level management analysis, research, reporting, and project coordination. The position serves as a primary point of contact for residents, employees, department heads, elected officials, and outside agencies;

coordinates and responds to inquiries; prepares correspondence, reports, presentations, and other communications; and provides organizational and analytical support for Citywide initiatives. The position works independently with department directors and staff to gather and analyze information, monitor assignments and performance measures, prepare management reports, support Council assignments, improve business processes, and complete special projects assigned by the City Manager. This position requires independent judgment, discretion, professionalism, and the ability to work with minimal supervision.

The Executive Management Assistant may supervise support staff, interact with the public and officials, and provide direct support during emergency operations in accordance with the City’s Emergency Operations Plan. This position requires accuracy, attention to detail, and the ability to work in a fast-paced environment while following established procedures. This position is designated as essential personnel and will be required to work during emergency operations, including severe weather events and natural disasters.

Employees must participate in emergency preparedness and response activities, and complete required NIMS (National Incident Management System) training as directed.

• Executive and resident services. Answer and screen calls to the City Manager's Office; receive and assist residents and visitors; research questions and either respond directly or coordinate with the appropriate department; track resident concerns and service requests through resolution; manage the City Manager and City Council calendars and meetings; draft correspondence; maintain confidential records; and coordinate with Council, department heads, outside agencies, and community organizations.
• Management analysis, department-head projects, and special assignments. Work directly with department heads on a variety of operational and organizational projects; research policy and operational issues; analyze programs, procedures, and data; develop recommendations; prepare staff reports and briefing materials; coordinate cross-departmental projects; support and track Council assignments and directives; monitor deadlines and strategic initiatives; assist with policy and procedure development; identify process improvements;
  
  and complete research and special projects assigned by the City Manager.
• Quarterly reporting and communications. Coordinate the quarterly City Manager and departmental reports; obtain information, accomplishments, performance measures, and data from each department; edit and standardize submissions; create and format the final quarterly report in Canva; develop charts, graphics, and other visual elements; and prepare PowerPoint presentations and other public-facing materials.
• Administrative, Excel, and analytical support. Maintain spreadsheets, databases, and tracking systems; use Excel to organize, analyze, summarize, and present operational and financial data; assist with budget preparation and tracking; process invoices; research contracts, grants, legislation, municipal practices, and comparable jurisdictions; prepare surveys and comparisons; assist with agenda items and Council-related assignments; and perform other executive, analytical, and special-project duties assigned by the City Manager.

• Strong organizational, customer-service, and multitasking skills with the ability to manage executive-office…