The City of Newberry: Who are We?

• A top-rated, rapidly growing community with a small-town feel
• Located in the spectacular region of freshwater springs and rivers
• A short drive from the theme park capital of the world (Orlando) and the world-class, sandy beaches of the Gulf and Atlantic oceans.
• Just down the road from the University of Florida (Go Gators!) in an area known for its diverse culture, historical sites, scenic beauty, and cultural events.
• In a State with no income tax, low sales tax, and beautiful seasonal weather

Why you’ll love it at the City of Newberry?

• You’ll get the satisfaction of having a direct impact on the community in which you work.
• You’ll be integral in your community’s development.
• You’ll be part of a transforming organization dedicated to developing a shared vision among team members.
• You’ll receive a competitive salary.
• You’ll have highly competitive benefits including: health, dental, life, health spending account, tuition reimbursement programs, parental leave, and State of Florida Retirement System!

CLASS CHARACTERISTICS

The Executive Assistant is distinguished from lower jobs in the administrative support series by its direct reporting relationship to the City Manager, support of the City Clerk and City Commission, broader and continuing interfaces with political and elected officials, department heads, and local community representatives. The functions performed require a high level of sensitivity and tact, confidentiality, as well as a thorough understanding of City departments and programs.

Work is characterized by a high degree of difficult, complex, and confidential administrative duties. This classification maintains a high level of Citywide administrative responsibility. The incumbent is required to exercise a substantial amount of tact, independence, judgment, and initiative.

Work is performed under limited supervision. The supervisor sets the overall objectives and resources available. The incumbent and supervisor work together to develop the deadlines, projects, and work to be completed. The incumbent is responsible for the work, plans and carries out the assignment, resolves most conflicts that arise, coordinates work with others, and interprets policies on their own initiative in terms of established objectives. The incumbent keeps the supervisor informed of progress, potentially controversial matters, or matters with far-reaching implications. Work is reviewed in terms of timeliness, efficiency, quality, compatibility with other work, or effectiveness of results.

Demonstrate the City’s Core Values and Guiding Principles. Cognizant of the City’s Strategic Goals and Objectives.
 

EXAMPLES OF DUTIES

    ESSENTIAL JOB FUNCTIONS

• Exudes a positive customer service focus.
• Advocates building organizational culture through aligning core values including Teamwork, Respect, Accountability, Innovation, Leadership, and Superior Service.
• Upon declaration of a disaster and/or emergency, employees in this classification may be required to report to work.
• Coordinates the agenda process including recommending and developing work procedures and schedules, reviewing agenda sheets, and orienting and training customers of the Agenda Office.
• Manages ordinance and resolution numbers, manages, and assists others in the process of obtaining and recording fully executed copies of official documents in Codification Municode CivicPlus, Alachua County Court Records, and other systems.
• Assists in reviewing complaints or requests for services from the general public or other City departments. Prepares responses to requests; provides background information to supervisor to aid in responding to requests.
• Attends and assists with AV recording/public streaming, and prepares minutes of public Commission, Board of Adjustment, and Community Redevelopment Agency, and other meetings/workshops as required.
• Assists with the administration of the City’s Public Records platforms (Laserfiche Cloud and NextRequest), including staff training on Public Records and Sunshine Law.
• Assists with Municipal Elections and Post Election Manual Audits (election calendar preparation & administration, candidate materials & deadlines, hiring of poll workers, scheduling poll worker training, preparation of mail ballot materials, precinct materials plus required declarations, and public notices in accordance with Florida Statutes and Rules, plus City Charter and Codes). Assists with securing polling place for County-wide elections.
• Assists with Required Filers List maintenance for the Florida Commission on Ethics and submittal reminders to filers. Provides blank forms as reference-only to individual filers upon request.
• May coordinate the preparation of routine/non-routine correspondence and resolutions/ proclamations of a complex and/or sensitive nature, as needed.
• Serves as a gate-keeper, referring citizens to the responsible Assistant City Manager or Department Head before elevating inquiries to the City Manager.
• Establishes and maintains electronic and hard copy filing systems; classifies and codes materials for filing or data entry; locates and retrieves files and runs reports as required.
• Opens, sorts and distributes incoming office/departmental mail.
• Independently coordinates, schedules, researches, interprets, and develops routine and non-routine projects assigned by the City Manager, the City Clerk, or designee.
• Ensures that notices, memoranda, directives, and related material are properly distributed.
• Prepares and maintains office policy and procedure manuals.
• Responsible to publicly notice all meetings and workshops.
• In all communications, whether in person, by phone, or email or other writing, communicate effectively with politeness, patience, tact, professionalism, clarity, and promptness using a “customer first” approach.
• Maintains calendars, and makes reservations for the City Manager, City Clerk, and other senior leaders.
• May process travel requests; make travel arrangements; process reimbursements for travel.
• May coordinate the preparation of routine/non-routine correspondence of a complex and/or sensitive nature on behalf of the City Manager and Clerk’s Offices and/or the City Commission.
• Maintains, orders and inventories office supplies.
• May process requests for proclamations; corresponding with the requestor and preparing for signatures and presentations.
• Maintains Local/State/Federal governmental contacts database.
• Compiles documents for public record requests.
• Assist with fiscal duties related to the City Manager and Clerk’s offices.
• Responsible for scheduling conference rooms; coordinates with Facilities to set up room, if necessary.
• Assists in maintaining the City’s website.

• Performs the duties listed, as well as those assigned, with professionalism and a sense of urgency.
• Maintains inventory of office and meeting supplies, within budget.
• During a State of Emergency, may be required to do administrative or light physical tasks.

    NOTE: The above listed examples are intended only as illustrations of the various kinds of work performed in positions allocated to this class. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

    KNOWLEDGE, SKILLS AND ABILITIES
 

• Practical knowledge and understanding of standard operating procedures, agenda process, and policies applicable to local governments.
• Considerable knowledge of office practices and procedures.
• Considerable knowledge of vocabulary, grammar, spelling, and punctuation in order to prepare and edit typed material.
• Considerable knowledge of established office standard operating procedures.
• Considerable knowledge of personal computing including word processing, spreadsheet, and database software; calculator, telephone, copy machine; and fax machine.
• Knowledge of effective telephone etiquette.
• Skill in dealing with employees and the general public.
• Ability to exercise care in the release of information from public records.
• Ability to plan and organize work and manage time effectively.
• Ability to follow oral and written instructions.
• Ability to write and organize correspondence.
• Ability to proofread typed material and make appropriate corrections.
• Ability to establish and maintain effective working relationships.
• Ability to establish and maintain accurate, efficient filing systems.
• Ability to work independently on multiple tasks and projects; ability to prioritize tasks.
• Ability to write and organize reports and memoranda.
• Ability to work night hours and varying work schedules.
• Ability to meet short City Commission and board/committee deadlines.
• Knowledge of laws and regulations governing the publishing, filing, indexing, and safekeeping of official city documents.
• Knowledge of Municipal Codes and Ordinances, City Charter, intergovernmental relationships, and general procedures of the City.
• Knowledge of Public Records (inc. F.S. Chapter 119) and Sunshine Law.

    PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    While performing the duties of this job, the employee is regularly required to sit, talk and hear. The employee is occasionally required to reach and be mobile.

    Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus associated with the constant use of computer monitors.

    WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    The noise level in the work environment is usually moderate.

Minimum Qualifications

Graduation from high school or equivalent, and three years general office/clerical and/or customer service experience; or any equivalent combination of related training and experience. College course work will substitute for experience on a year for year basis. Must be able to type at a rate of 35 correct words per minute as required by the position. Successful completion of a criminal history background investigation is required prior to employment. Applicants within six months of meeting the minimum education/experience requirement may be considered for trainee status.

Must be a Florida Notary Public or achieve within six (6) months of hire. 

The City of Newberry has the right to revise this job description at any time. This description does not represent in any way a contract of employment.