Job Title

Job Family

Job Code

Job Exempt

Executive Assistant - Venues

Non_Bargaining

COG72

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 Deputy Chief Venues Officer. Has considerable public contact and must be skilled 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 to relieve the manager of operational details and routine matters. Work performed may require familiarity with the terminology used in the assigned area, extensive knowledge of the programs, policies, and procedures of the assigned area, and 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 minimal 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 using shorthand or Dictaphone; transcribes contracts, proposals, statements, minutes, letters, and other non-routine material.

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

Collects, selects, and organizes data from various sources and prepares periodic or special reports; computes totals and/or verifies figures as needed.

Reviews official minutes, publications, and other material for items pertaining to the supervisor's area.

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

Reviews and edits material to be signed by supervisor for clarity and accuracy; rewords or reconstructs sentences as required.

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; and organizes and assembles material needed for meeting.

Researches, collects, and selects material needed for articles, speeches, or other assignments and assists in the composition.

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

Monitors expenditure accounts and verifies balances in accounts; participates in preparation of budget.

Coordinates and supervises work of clerical staff; trains employees.

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

Serves as a Notary for the Department.

Assists with citizen inquiries/complaints after events, providing solutions for a positive outcome.

Is responsible for handling unclaimed mail, mail sent to the wrong department, or mail that belongs to one of the Department’s partners.

Provides guest assistance in purchasing event tickets; researches and rectifies ticketing issues.

Serves as the Human Resources liaison for the Venues; assists in the posting of positions such as creating job requisitions, setting up interview schedules, and processing final hire paperwork; and follows up on employment verifications. Assists in the termination of employees.

Handles and responds to all fundraising requests; researches available event; and fills out required paperwork for processing the tickets.

Requisitions supplies and equipment; verifies accuracy of statements and invoice; and may monitor and maintain expenditure records.

Is responsible for the storage and retrieval, inventory, retention schedules. and destruction of records.

Processes travel requests and reconciliations for senior management in Department; researches and gathers spending authorization information; and completes travel related expense forms for managers and Deputy Chief Venues Officers. Assists and trains employees on their travel requests.

Covers and performs administrative specialist tasks and duties when they are out of the office.

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.