Salary: $23.82 – $38.87 Hourly
Location : Boca Raton, FL
Job Type: Full-Time
Job Number: 03436
Department: City Manager – Admin, IT, MS
Division: Administration 04/02001
Opening Date: 08/04/2023
Closing Date: 9/4/2023 11:59 PM Eastern
FLSA: Non-Exempt
Bargaining Unit: N
Job Description
The Executive Assistant is a key contributor to the City Manager’s administration team in support of the operational needs of the City of Boca Raton. Under the supervision of the Executive Office Manager, the Executive Assistant performs difficult skilled clerical work and is a main point of contact within the City Manager’s office for residents, businesses, City officials and staff.
The Executive Assistant provides broad clerical support to the Mayor, City Council, as well as members of the City Manager’s office.
Essential Functions
- Serves as initial and/or primary point of contact for the City Manager’s office. Screens and directs visitors, and replies to general inquiries made via telephone, email, or written correspondence. Escalates or re-directs visitors and/or inquiries as needed
- Makes appointments and maintains calendars for Mayor, City Council, and City Manager office members; maintains updates or changes as needed
- Determines priority of matters of attention for the Mayor, City Council, and/or City Manager staff; redirects matters to staff or other divisions to handle, or handles matters personally, as appropriate
- Keeps the Mayor, City Council, and/or City Manager staff advised of time-sensitive and priority issues, ensuring appropriate follow-up
- Prepares communications, memoranda, and/or proclamations in conformance with City policies, to meet both routine and ad-hoc, given brief instructions
- Receives, opens, and routes mail received by all members of the office and processes mail directed to the City Council and/or City Manager. Prepares responses to routine correspondences independently.
- Coordinates work with other City Manager staff as needed; plays a key role in the coordination of City staff efforts both within and outside of the division
- Plans and arranges meetings, including scheduling, sending reminders, conference attendance, and organizing catering when necessary
- Demonstrates a high degree of discretion and confidentiality. Attends meetings and prepares or processes documentation which may relate to confidential matters or require discretion
- Provides administrative assistance, such as taking and transcribing dictation, drafting a variety of documents, technical and statistical reports, meeting minutes and other materials where a knowledge of format and presentation is necessary, for the Mayor, City Council, and members of the City Manager’s office; Maintains confidentiality
- Arranges travel and accommodations as needed; reconciles travel expenditures
- Assists with a variety of technical assignments, including conducting research and summarizing findings.
Related responsibilities:
- Maintains schedule of items for City Council meetings
- Acts as backup time-keeper
- Performs purchasing duties for the City Manager’s office
- Maintains confidential personnel and related files in an efficient and organized manner
Financial responsibilities:
- Prepares and/or processes purchase orders
- Accountable for inventory and/or property management
- Submits timekeeping information and adjusts time and attendance for employees as needed
- Exercises fiscal responsibility and discretion in use of funds via Purchasing Card; tracks expenditures and submits for invoicing
Knowledge, Skills and Abilities
Knowledge of:
- Standard office practices, procedures, equipment, and executive assistant best practices
- City functions, organization, and policies
- Professional verbal and written communication skills
- Developing internal processes and filing systems
Skilled in:
- Microsoft Office suite, with a working knowledge of Microsoft Excel and a high degree of expertise with Microsoft Word and Outlook
- Utilizing Oracle for use of timekeeping and/or records management
- Use of grammar and ability to write, type, edit and proofread for accuracy
- Use of computers and software applications to a moderate degree of proficiency
- Organization
- Time management
Ability to:
- Serve the public and interact with fellow employees with honesty, integrity, and respect
- Establish and maintain effective working relationships with City officials, other government officials, associates, and the general public
- Maintain administrative and fiscal records, prepare reports, purchase orders,
- Manage tasks and deadlines in an organized and professional manner
- Work independently and collaboratively with internal and external partners
- Adapt to changing priorities and exhibit flexibility
- Use discretion and judgement in the distribution or disclosure of confidential information
- Organize and coordinate multiple and concurrent projects and/or priorities
- Demonstrate superb typing skills by scoring 45 wpm on a standard typing test.
- Work under pressure with varying deadlines.
Minimum and Preferred Qualifications
- An associate degree from an accredited college or university or equivalent amount of college level coursework in public administration, business administration, communications, or related field
- Five (5) years administrative experience with progressive responsibility in an office setting in support of upper management. With specific experience in records or documentation management, communication, and executive support.
- Previous experience in local government administration is highly preferred
- Possession of a valid State of Florida Class ‘E’ driver’s license
POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:
Final offer and employment are contingent upon successful completion of the following employment screening items:
- Criminal Background Check
- Employment Verification
- Professional References Check
- Motor Vehicles Report (MVR) Check
- Drug and Alcohol Screens
The City of Boca Raton is an Equal Opportunity, Inclusive, Veteran’s Preference Employer and Drug Free Workplace. It is the policy of the City of Boca Raton to prohibit discrimination on the basis of race, color, religion, gender, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status or condition protected by applicable federal, state or local laws.
BENEFITS SUMMARY
Full-Time Non-Bargaining Employees
ANNUAL LEAVE: Shall accrue prior to an employee attaining permanent status in the classified service, and may be used after six (6) months of employment at the sole discretion of the Department Head, but it shall not be paid out upon resignation or termination unless the employee has attained permanent status (one full year). The maximum accrual is 360 hours.
Year of Service Accrual 0 to 5 full years 8 hours per month 5 to 10 full years 10 hours per month 10 to 15 full years 12 hours per month 15 full years and over 14 hours per month
CASH OUT OF ANNUAL LEAVE: Employees who have attained permanent status shall be permitted to cash out up to forty (40) hours of accrued and unused Annual Leave, either in a single lump sum payment or two or more partial payments, each fiscal year.
SICK LEAVE: 8 hours per month. Any hours in excess of 960 will be paid off annually at 50%. Upon retirement, employees with a minimum of 5 years continuous service will receive 50% of sick leave balance. Termination for reasons other than retirement shall be entitled to payment for accrued, but unused sick leave, as follows:
Years of service Percentage Less than 2 full years 0% 2 to 5 full years 10% 5 to 10 full years 20% 10 full years or more 30% Retirement (normal, early or disability) 50%
HEALTH INSURANCE (Premiums): Employee Medical (Base Plan) – Paid 100% by City. Employee contributions are required for the buy up employee coverage plans. Employee Dental (DHMO or Basic PPO Plan) & Vision (Basic Plan) paid 100% by City. Employee contributions are required for the Employee + Dependent(s) for the Medical, Dental, & Vision Plan.
CONTINUOUS SERVICE BENEFIT: As of December 1 each year – Paid during the month of December.
Year of Service Benefit 5 to 10 full years $600 annually 10 to 15 full years $800 annually 15 full years and over $1,100 annually
RETIREMENT PLANS: The two pension/retirement options are listed below:
- An option to enroll in a Defined Contribution Retirement Plan. The Defined Contribution Retirement Plan will not require a mandatory contribution. The City will contribute seven (7%) percent of the annual base wages annually. The vesting period for this plan shall be one (1) year from date of hire in the classified service, which coincides with your one-year probationary period.
- An option to enroll in a Defined Benefit Retirement Plan option is available. There is a ten (10) year vesting period with a multiplier of 2.00% at normal retirement and a mandatory seven and three-quarters (7.75%) percent employee contribution.
- The two (2) options will be fully explained prior to an irrevocable selection.
Optional: 457 Deferred Compensation Savings Plan is available.
HOLIDAYS: 14 per year: 11 recognized holidays and 3 floating days which are allocated for the fiscal year beginning October 1, to all 8 hour per day employees. Employees hired between October 1 and March 31 shall receive 3 floating holidays. Employees hired between April 1 and September 30 shall receive 1.5 floating holidays. Floating holidays must be used within the fiscal year. Non-task employees working 10-hour days receive 10, 10-hour paid holidays but do not receive floating holidays.
FUNERAL LEAVE: Up to 3 workdays – In State; Up to 5 workdays – Out of State
TUITION REIMBURSEMENT: Full-time employees are eligible for tuition reimbursement as outlined in the City’s Tuition Reimbursement Policy which is available in Human Resources and subject to the availability of departmental funds.
MILITARY LEAVE: Members in military reserve units who attend annual training are entitled to paid leave not to exceed 30 days each calendar year.
EAP: Employees, spouses, and eligible dependents have access to five (5) face-to-face sessions with a counselor through Cigna’s Employee Assistance Program (EAP). Services include assistance with legal, financial, parenting, elder care, pet care, and identity theft.
01
Each applicant must complete this supplemental questionnaire as a part of the application screening and selection process. The information you provide will be reviewed and used to determine your eligibility to move forward in the selection process. Incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. Do you agree to answer each supplemental question truthfully and that your responses can be verified from information included within the application?
- Yes
- No
02
Do you possess and maintain a valid Florida driver’s license – or are you able to obtain within thirty (30) days of hire?
- Yes, I have a valid Florida driver’s license
- No, I do not have a Florida driver’s license but can obtain within thirty (30) days of hire
- No, I do not have a Florida driver’s license and cannot obtain within thirty (30) days of hire
03
What is the highest level of education that you have completed?
- Less than a High School Diploma
- High School Diploma or valid equivalent
- Trade or Vocational School
- Associates Degree or 60 credits of college courses
- Bachelors Degree
- Masters Degree
- Doctoral Degree
04
What area of study is your education?
05
How many years of progressively responsible experience do you have in providing administrative, records & documentation management, and communication support to senior level or executive management?
- I have no previous experience
- 6 months but less than 1 year of experience
- 1 year but less than 2 years of experience
- 2 years but less than 3 years of experience
- 3 years but less than 4 years of experience
- 4 years but less than 5 years of experience
- At least 5 years but less than 6 years of experience
- 6 years or more
06
If answered ‘Yes’ to the question above, do you have experience providing administrative support in a City Manager’s Office and/or to a City Council? If you answered ‘No’ to the question above, please select N/A.
- Yes
- No
07
Do you have experience providing administrative support to senior level/executive management in a municipal, public or government office?
- Yes
- No
08
Please briefly describe any progressively responsible experience you have in providing administrative, records & documentation management, and communication support to senior level, executive management, in a City Manager’s Office or to a City Council.Be sure to capture any supervisory experience you have including your role and number of staff supervised.This experience must be clearly listed on your application work history.NOTE: “See Resume” will not be considered as a valid response.If you have no previous experience, please state “N/A”
09
To be considered for employment with the City of Boca Raton, applicants must provide at least ten (10) years of continuous history. Did you account for the last ten (10) year period including all employment, periods of inactivity, school and/or retirement?
- Yes
- No
Required Question