Executive Management Assistant to the City Manager
City of Brooksville · Brooksville, FL
STARTING PAY: $20.51 - $26.00/hr
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.
ESSENTIAL JOB FUNCTIONS:
- 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.
KNOWLEDGE, SKILLS AND ABILITIES:
- Strong organizational, customer-service, and multitasking skills with the ability to manage executive-office responsibilities and professional-level assignments simultaneously.
· Advanced proficiency in Microsoft Word, Excel, Outlook, PowerPoint, Teams, Canva, Adobe products, and other software used for data analysis, reporting, presentations, and document preparation.
· Ability to research and analyze reports, operational data, policies, procedures, and municipal practices and communicate findings and recommendations clearly.
- Skill in preparing clear, accurate, and professional correspondence and records.
- Strong communication and interpersonal skills for effective interaction with residents, elected officials, department heads, employees, outside agencies, and the public.
- Ability to exercise independent judgment, discretion, and problem-solving.
- Commitment to confidentiality, professionalism, and customer service.
PHYSICAL SKILLS: Use of both arms, legs, and hands with majority of fingers, good vision (with or without corrective device), good hearing (with or without corrective device), ability to lift and load 35lbs, walking, standing, crawling, squatting, kneeling, bending, pushing, balancing, climbing, and stooping.
EDUCATION, TRAINING AND EXPERIENCE:
- Bachelor's degree in Public Administration, Business Administration, Communications, Organizational Management, Finance, or a related field preferred;
- Three years of progressively responsible experience involving executive administration, management analysis, project coordination, local government, or a related field.
- An equivalent combination of education, training, and experience may be considered.
- Experience in a government, legal, or executive office setting preferred.
LICENSES, CERTIFICATIONS OR REGISTRATIONS: Valid Florida Driver’s License – Class E.
ADA STATEMENT: A qualified employee or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans with Disabilities Act.
DRUG-FREE WORKPLACE: City of Brooksville is a drug-free workplace in accordance with Federal and Florida law.
VETERANS' PREFERENCE: Under Section 295.07, F.S., Chapter SSA-7, City of Brooksville provides to Veterans, that preference in appointment will be given to preference-eligible applicants.