Job Title

Job Family

Job Code

Job Exempt

Executive Assistant - Chief of Staff

Non_Bargaining

COG71

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

NB108

Hourly

$24.88

$31.73

$38.57

Job Description

Performs highly responsible complex secretarial, administrative, and clerical work supporting the Chief of Staff. Has considerable public contact and requires skill in handling difficult situations, complicated schedules, and inflexible deadlines. Performs a variety of complex secretarial tasks that require independent judgment and action, including making administrative decisions in accordance with organizational policies and practices. This class is distinguished by the fact that considerable independence for action (decision-making) is delegated in order to relieve the manager of operational details and routine matters. Work performed may require familiarity with the terminology used in the assigned area in addition to extensive knowledge of the programs, policies, and procedures of the assigned area as well as general knowledge of other City of Orlando programs and procedures. Direction is received in the form of broad statements/general outlines which consist primarily of objectives, priorities, deadlines, and suggested available resources. Employees are expected to plan, develop work routines, and complete assignments with minimum supervision. Only unusually important or complicated assignments are checked in detail upon completion.

Minimum Qualifications:

Associate's Degree or Technical Certificate and four (4) or more years progressively responsible secretarial work with experience in office management functions; or an equivalent combination of education, training, and experience. Demonstration of typing, Microsoft Word, or Microsoft Excel proficiency may be required depending on the area of assignment. Certified Professional Secretary Certificate desired.

Responsibilities

EXAMPLES OF WORK PERFORMED:

Note: The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.

Takes specialized/confidential dictation; transcribes letters and other non-routine material.

Composes and types non-routine and routine correspondence/documents, frequently from ideas or general instructions; signs routine documents.

Reviews official minutes, publications, and other material for items pertaining to the Council Agenda.

Monitors and coordinates progress of various assignments in order to facilitate accomplishment of objectives.

Reviews and screens incoming mail to determine if supervisor's personal attention is required; may independently compose reply, provide information, or route to appropriate person.

Receives and screens telephone calls and visitors to ascertain nature of situation; determines whether supervisor's personal attention is required; explains or interprets what is required to render a service, carry out policies, etc., or refers to appropriate office.

Plans work routine, determines priority of assignments, and adjusts schedule as needed to accomplish objectives.

Schedules and coordinates tentative appointments without prior clearance; advises supervisor of important meetings; organizes and assembles material needed for meeting.

Approves and signs requisitions, vouchers, and other office documents for supervisor.

Coordinates and supervises work of clerical staff; trains employees.

Operates word processing equipment, computer terminal, and other office equipment.

Creates spend authorizations and expense reports for executive staff and Mayor; processes supplier invoices and requisitions; and processes reimbursements/refunds and travel accommodations for executive staff.

Trains new clerical staff.

Translates Spanish to English for incoming calls and letters; assists Spanish-speaking visitors/constituents.

Coordinates and maintains Mayor's balcony plants and vegetables in order to cultivate a sustainable office.

Serves as the office point of contact when IT issues arise in the office such as adding printers for the executive staff's computers/laptops; makes sure video conferencing systems are working in Mayor's Office conference rooms; and assists with password issues and other IT office issues

Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of business English, composition, modern office practices, procedures, and equipment.

Knowledge of organizational operations and procedures.

Knowledge of filing systems and records management.

Knowledge of computer applications and various spreadsheet packages.

Skilled in handling difficult situations, complicated schedules, etc.

Skilled in taking and transcribing complex dictation.

Ability to maintain fiscal records and understand and follow complex instructions.

Ability to effectively communicate with employees, officials, and the public, both orally and in writing.

Ability to review written correspondence for clarity, accuracy, completeness, and for grammatical and punctuation errors; ability to compose general written correspondence.

Ability to work independently on complex and confidential secretarial tasks and make decisions based on policies, procedures, and regulations.

Ability to operate a personal computer and related equipment for extended periods of time.

Ability to concentrate and pay considerable attention to detail.

ADDITIONAL QUALIFICATIONS FOR PROMOTION: N/A.