Executive Specialist to City Clerk

This is a highly professional position, assisting the City Clerk with the daily activities of the department. This position is directly responsible to the City Clerk.

• Assists the City Clerk with day-to-day operations of the department, including but not limited to, payroll, accounts payable, policies, procedures, programs and public notices for publication.

• Communicates clearly, concisely and in a diplomatic manner, both verbal and written presenting a positive image of the city.

• Maintains the office appointment calendar for the City Clerk and City Council and schedules appointments.
• Prepares business correspondence, memos, letters, documents, forms, reports and proclamations. Creates and maintains project files and departmental records.

• Performs research, analysis data, coordinates with City departments on cross-departmental issues affecting the City.

• Prepare hard copy agenda packets for City Council members. Responsible for the set-up and clean-up of meeting space for City Council and other sunshine applicable meetings.

• Make all travel arrangements, registrations and reservations for City Clerk and City Council.

• Receives and screens calls and refers call to other departments. Communicates with citizens and responds to inquiries.

• Orders and maintains office supplies and other departmental materials.

• Coordinates, plans, and participates in special events, awards, activities and programs to promote and coordinate activities in the City.

• Assist the Records Management Supervisor with public records and records management.

• Any and all other duties as assigned.

(These essential job functions are not to be construed as a complete statement of all duties performed. Employee will be required to perform all duties as assigned.)

Uses small office equipment, including copy machines, scanner or multi-line telephone systems. Uses computers for word processing and document imaging software.

All employees must possess knowledge of general written standards and procedures utilized, and have the ability to read, interpret, and follow procedural and policy manual related to the job tasks. The abilities expected of all employees include being able to respond to supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with stated policies, be appropriately groomed and attired so as to present a professional image in accordance with the organization’s mission, goals, and policies;

report for work promptly and properly prepared at the time and place required by the assignment or orders; notify the appropriate supervisor of intended absences in accordance with stated rules; conform with standards and rules regarding use of accrued time; demonstrate a polite, helpful, courteous, and professional image when engaged in any activity with the public; operate and care for equipment to manufacturer’s specifications and/or within the specified parameters and in accordance with policies;

demonstrate an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues. Critical skills/expertise identified for this job include:

• Ability to read and comprehend instructions and all forms of correspondence.
• Ability to learn assigned tasks readily within a reasonable training period.
• Ability to communicate effectively, both orally and in writing.
• Ability to meet multiple deadlines and prioritize work on a daily basis without a great deal of supervision.
• Ability to work under pressure and/or frequent interruptions.
• Effectively problem-solve and deal with conflict in stressful situations.
• Effectively present…