Senior Executive Assistant​/Audit Clerk

Position: Senior Executive Assistant / Audit Clerk
Purpose

Under general direction, this position performs responsible administrative, research, para-professional, clerical audit, and secretarial work in support of all functions of the City Auditor's Office. Incumbents provide first-line management and coordination for administrative operations, exercising discretion in handling sensitive and confidential matters. This role combines administrative support with clerical audit responsibilities to ensure efficient operations and compliance with City policies. Performs related work as required.

Education;
Training and Experience

* Bachelor's degree with coursework in advanced administrative support functions or finance.

* Seven (7) years of progressively responsible experience in advanced administrative support, including four (4) years as primary administrative support for an executive-level administrator.

* Or an equivalent combination of education, training, and experience.

* Must be proficient in the use of computers and Microsoft Office Suite (Word, Excel, Outlook, etc.)

ESSENTIAL FUNCTIONS

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.

Administrative and Office Support

* Manage and coordinate administrative and audit-related activities to support the City Auditor.

* Maintain appointment calendars, schedules, and meeting logistics for audits, reviews, and public events.

* Receive and screen calls and visitors, directing inquiries appropriately and maintaining records for audit purposes.

* Coordinate internal office activities and workflows.

Clerical Audit and Compliance Support

* Assist in planning and scheduling audits, special reviews, and internal control assessments across City departments.

* Conduct preliminary checks of financial, operational, and administrative records for accuracy, completeness, and compliance.

* Support auditors by gathering documentation, verifying data, and maintaining working papers.

* Track audit findings, corrective actions, and follow-ups to ensure timely resolution.

* Draft and prepare audit correspondence, reports, and presentations.

* Maintain confidentiality of all sensitive audit information and records.

Liaison and Public Relations

* Serve as a liaison between the City Auditor's Office, the public, the City Commission, and other departments.

* Attend meetings and public events with the City Auditor, take detailed notes, and prepare meeting minutes.

* Support citizen and employee hotline reporting by logging tips, routing them appropriately, and maintaining related records.

Research, Records, and Data Management

* Conduct research and retrieve records to support administrative and audit needs.

* Compare and analyze data to identify discrepancies or areas requiring further review.

* Maintain organized filing systems for administrative and audit documentation.

* Establish new and specialized files according to prescribed methods.

Documentation and Reporting

* Prepare and maintain records, reports, manuals, requisitions, purchase orders, and related documentation.

* Enter routine and technical data into departmental systems to support administrative and audit activities.

* Prepare, sort, and distribute incoming and outgoing mail, including confidential audit correspondence.

Inventory and Supplies

* Maintain supply inventories and order office or audit materials as needed.

Office Equipment

Operate standard office equipment including computers, fax machines, scanners, and copy machines

PERFORMANCE APTITUDES

Data Utilization:
Requires the ability to evaluate, audit, deduce and/or assess data and/or information using established criteria. Includes exercise of discretion in determining actual or probable consequences and selecting alternatives.

Human Interaction:
Requires the ability provide guidance, assistance and/or interpretation to others on how to apply procedures and standards to specific situations.

Equipment, Machinery, Tools and Materials Utilization:
Requires the ability to operate and/or control office equipment and related technology requiring complex and rapid adjustments.

Verbal Aptitude:
Requires the ability to utilize a wide…