Job Title

Job Family

Job Code

Job Exempt

Commissioners Aide - C

Non_Bargaining

XAMPT

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

NB109

Salary

$26.37

$33.63

$40.89

Job Description

Performs complex and specialized administrative work for City Commissioners. Primary duties include answering the phone and receiving visitors; screening and routing mail; performing research and collecting information for Commissioners; organizing and assembling materials for meetings, conferences, et cetera; coordinating scheduling arrangements; composing and preparing correspondence; processing requisitions; and performing other general support duties. This position requires the ability to communicate effectively with tact and diplomacy with employees, officials, and the public. An employee assigned to this classification is expected to exercise independent judgement, discretion, and initiative in performance of duties. Work is performed under general supervision and in accordance with established policies and procedures.

Minimum Qualifications:

Associate degree; two (2) years of experience in a responsible office position with considerable public contact; or an equivalent combination of education, training, and experience. Valid Florida Driver's License required. Ability to operate personal computer and related software required. Ability to type 55 WPM. Basic accounting skills may be desired. Ability to read, speak, and write Spanish may be desired depending on the area of assignment.

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.

Receives and screens phone calls and visitors; answers inquiries regarding City operations and procedures; and/or refers to appropriate office.

Receives, screens, and routes incoming mail; locates files or other materials needed by supervisor/Commissioners.

Prepares correspondence, memoranda, reports, minutes, etc., from written/oral instructions using typewriter and/or word processing equipment; proofreads and edits for typographical accuracy, grammar, and clarity.

Maintains Commissioners' calendars; schedules tentative appointments; reminds and advises of important meetings; makes travel arrangements; and prepares itineraries.

Researches, collects, and organizes information from files, newspaper articles, library, City offices, County offices, Community organizations, etc.; prepares summaries; and analyzes as requested.

Organizes and assembles materials needed by Commissioners for meetings, conferences, public hearings, etc.; may coordinate scheduling arrangements as requested.

Requisitions supplies, office equipment, printing, etc., for six (6) programs using CRT; monitors office supplies inventory and requisitions as required; completes check request forms for purchases not available through OMIS; and obtains authorized signature and forwards to Accounting.

Establishes and maintains comprehensive filing system for each Commissioner in accordance with instructions and good office practices.

Monitors and maintains budgetary expenditures for two (2) programs; provides input for preparation of annual budget.

Maintains record of duplicating machine use and compiles monthly cost summary data by 40 user programs; acts as key operator.

Provides administrative support to other offices as necessary (i.e., Office of the Mayor, Chief Administrative Officer, City Clerk).

May serve as event planner for community meetings and town hall meetings; organizes, schedules, and attends meetings and events on behalf of Commissioner(s); and may serve as a liaison to various events, organizations, or partnerships. Attends activities with Commissioner(s) or as a representative of the Commissioner(s) such as ribbon cuttings and HOA meetings; conducts onsite visits to residents; and coordinates Pro Tem documents.

Handles various fiscal responsibilities; files financial disclosures, gift disclosures, ethics reports, and quarterly taxes on behalf of the Commissioner(s); balances and maintains the pro card, receipts, and budget; and reviews expense reports and travel.

Corresponds with all departments on behalf of the Commissioner(s); deals with outside agencies including OUC, lynx, Magic, Duke Energy, Spectrum, AT&T, and Orange County Administration; handles and schedules various calendar event; works closely with OPD liaison officer; and works closely with OFD.

Creates and maintains documentation/records; creates resolutions, proclamations, newspaper articles, newsletters, and e-blasts.

Manages assigned staff, temporary employees, and interns; coordinates with all event location/community group individuals as events require.

Maintains district and City historical knowledge.

Deals with community assistance/case worker/social worker issues; manages and follows up with all correspondence and issues, whether phone calls, emails, or mail.

Engages with the community utilizing knowledge of social media platforms/marketing and ability to complete those tasks.

Performs writing and proofreading functions at a high level of skills; develops all material without any other oversight.

May work all evenings and weekends as needed; must be available 24/7.

Is aware of all personal and professional commitments of assigned Commissioner(s).

Drives to all functions and may drive Commissioner(s) to/from events.

Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

N/A.

ADDITIONAL QUALIFICATIONS FOR PROMOTION: N/A.