Executive Assistant

Job Title: Executive Assistant

Salary range: $26.18 -$38.79/hour

Location: Miami Shores Village

Department: Village Manager

Hours: Full-time

Start date: ASAP

Job Description:

JOB SUMMARY

This position involves highly responsible administrative and liaison work involving direction and coordination of specialized Village projects and functions, analysis, and preparation of reports and other tasks as may be assigned by the Village Manager.

The ideal candidate must be able to think and exercise considerable initiative and independent judgment.  Must also be a creative thinker who understands responsibility and accountability.  The position requires strong organizational development skills, advanced clerical skills, experience in managing the daily operations of an executive office, and excellent written and oral communication skills.  This is a highly visible position that demands tact, interpersonal skills, confidentiality and the ability to work well with departmental staff, elected officials and community stakeholders.

ESSENTIAL JOB FUNCTIONS:      

  • Serves as Village Manager’s liaison with a variety of highly visible community leaders requiring a substantial amount of discretion;
  • Assists in special projects and research activities;
  • Assists in the management of day-to-day office operations of the Village Manager’s office.  Analyzes operating practices such as record keeping, forms control, office layout, or workflow, and recommends changes as needed;
  • Requires political acumen, tactfulness, diplomacy, and the ability to handle difficult situations with sensitivity;
  • Purges documents when necessary and coordinates with the Village Clerk’s office for proper record keeping and destruction procedures.  Coordinates responses to public records requests;
  • Communicates with visitors and/or the general public to assist residents in the resolution of issues; directs residents to the appropriate person or department according to their needs; screens calls and/or take messages;
  • Interprets departmental administrative policies and procedures as directed;
  • Types correspondence, transcribes documents, memoranda, reports, records, purchase orders and other department documents;
  • Schedules appointments and maintains calendars;
  • Opens and sorts departmental mail;
  • Develops and maintains office filing system, and assists with departmental budget preparation;
  • Maintains official files and records, and makes travel arrangements for Village Manager; and
  • Performs other duties as assigned.

MINIMUM REQUIREMENTS TO PERFORM WORK:

  • Bachelor’s degree preferred;
  • Five (5) years of extensive experience assisting a senior executive, to include supervisory experience;
  • Or any equivalent training, education, and/or experience may be substituted for the minimum qualifications; and
  • Valid State of Florida Driver’s License.

Knowledge, Skills and Abilities:

  • Working knowledge of organization and functions of the Village government and of general administrative policies and practices;
  • Acts as a representative of the Village to the public;
  • Knowledge of business English, spelling and arithmetic.
  • Knowledge of standard office practice, procedure, equipment and secretarial techniques.
  • Skill in the use of computers and software applications related to the essential functions of the job;
  • Ability to prepare effective correspondence on routing matters and to perform routine office management;
  • Working knowledge of department practices and procedures;
  • Effectively and efficiently organizes and tracks department records;
  • Maintains confidentiality;
  • Ability to multi-task and prioritize work; and
  • Ability to communicate effectively with others.

PHYSICAL REQUIREMENTS:

Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of telephone and personal contact as normally defined by the ability to seek read, talk, sit, stand, hear, use hands to fingers handle feel or operate objects, read and write English.  Physical capability to effectively use and operate various items of office equipment, such as but not limited to a personal computer, calculator copies and fax machines.

Work is predominantly indoors within a usually quiet to moderately noisy environment.  Considerable amount of time is spent working sitting in front of a computer.  Must be able to lift carry and or push articles weighing up to 20 lbs.

The Village has the right to revise this position description at any time, and does not represent in any way a contract of employment.

To Apply Please Submit Resume to hr@msvfl.gov

Miami Shores Village is an equal opportunity ADA/Drug Free workplace.  Veteran's preference will be awarded under applicable Florida Law.  All resumes are subject to Florida Public Records Law.