Job Description

Salary : $49,129.60 Annually
Location : Sebastian, Florida
Job Type: Full-Time
Job Number: 2425.24
Department: City Manager
Opening Date: 02/03/2025
Closing Date: 2/12/2025 11:59 PM Eastern


General Description of Duties


Under the direction of the City Manager, this position is responsible for providing highly skilled executive administrative support to the City Manager and the City Attorney.

Essential Job Functions

• Supports City Operations by maintaining office operations and procedures.
• Supports the City Manager and City Attorney by preparing correspondence from various document sources, i.e., memoranda, letters, reports, drafts; Reviews, dates, determines priority and routes incoming correspondence, reports, requests, and instructions; handles or refers matters as appropriate and as directed.
• Maintains office services by organizing office operations and procedures; designs filing systems and reviews and approves supply requisitions.
• Works independently on a varied/multiple activities; researches for solutions to solve problems.
• Achieves financial objectives by preparing City Manager and City Attorney Budgets.
• Performs office management and processing of routine operational administrative matters; transmits directions and instructions with the authority of the City Manager.
• Receives confidential files, pending litigation documents, contracts, checks, and other documents needing City Manager, City Attorney response, signature and/or authorization; provides a bridge for smooth communication sometimes directly, and on behalf of the City Manager and City Attorney, with staff, and others. Maintains dignity, professionalism, credibility, and trust.
• Maintains schedules and updates executive calendar with regard to meetings, conferences,

appointments, and seminars. Creates itineraries and coordinates travel arrangements

• Manages incoming Agenda Items and all necessary documentation.
• Prepares Agenda transmittals when necessary and follows through on all City Council approved agenda items when necessary.
• Reviews all documentation submitted for accuracy, completeness, and proper signatures before submission for executive official signature.
• Prepares outgoing mail.
• Acts as liaison between executive officials, administrative officials, departments, and outside agencies; gathers and relays information as needed.
• Receives and screens telephone calls, providing information and handling issues that require sensitivity; uses sound independent judgment; responds to requests for information and complaints; refers matters to appropriate staff and/or takes or recommends action to resolve the request or complaint.
• Provides support to the City Attorney; answer telephone calls; schedules appointments as necessary; and maintains confidential files.
• Manages Central Mail Room; maintains working order of postage meter; order supplies as needed (fluid, ink, tapes, etc.); posts all mail and deposits at Post Office on a daily basis; as needed replenishes all funds in the meter; keeps current on all postal changes and updates and downloads as needed; completes end-of-month postage usage report by department.
• Acts as liaison between the City and the public. May be responsible for issuing press releases, answering queries from the media, and arranging interviews with City Officials.
• Develops and maintains promotional programs as needed.
• Manages and reviews all documentation and correspondence processed for the purpose of ensuring adherence to accepted business English standards concerning grammar, punctuation, diction, and format.
• May perform occasional emergency and after-hours assignment(s).
• May assist in organizing special events.
• Performs other related job duties as assigned.

Emergency Declaration Status:
Essential employees may be required to work during an undeclared emergency and/or declared emergency. On an incident-by-incident basis, the employee's department head will make the determination as to who will be required to work.

Qualifications Education and Experience Guidelines


Education and Experience:

• High school diploma or equivalent, with college degree preferred; supplemented by a minimum of five (5) years of progressively responsible experience in an executive level assistance, preferably in a government agency or related field; or an equivalent combination of education and experience.
• Must have strong knowledge and be proficient in Microsoft Office Suite.

Special Qualifications:

• Completion of or ability to complete NIMS Training Courses 15100, 200, 700, & 800.
• Possession of a valid, State of Florida driver's license to operate a motor vehicle. Requirement exists at the time of hire and as a condition of continued employment.

Supplemental Information & ADA Items


Knowledge, Skills and Abilities:

• Knowledge of the City of Sebastian organization, functions, operations, ordinances, rules, policies, and procedures.

• Knowledge and skills in creative desktop publishing, production, and editing.
• Knowledge of current social media tools, including Facebook, Twitter, Constant Contact, electronic publications, and web-related programs.
• Knowledge of the City's policies, procedures, and practices.

• Knowledge of PC with intermediate level proficiency in document/file management, word processing, database management, email usage, and Internet browsers.

• Knowledge of office administration practices, concepts, and automation applications.
• Knowledge of municipal code, directives, and procedures and of city services and operations.
• Knowledge and principles of customer service and telephone etiquette.
• Skill in policy interpretation and application.

• Skill in transcribing dictated material.

• Skill in the use of computers and software/program applications, e.g., spreadsheet and word processing applications, such as Microsoft Word, Excel, and Outlook.
• Skill in effective communication, both orally and in writing.
• Ability to work flexible hours including evenings, weekends and at times holidays.
• Ability to make independent decisions, assist in routine managerial decisions, and delegate assignments.
• Ability to compose effective and accurate correspondence and reports and to provide complicated or detailed information through written and verbal communication.
• Ability to quickly and accurately meet deadlines.
• Ability to type with speed and accuracy.
• Ability to deal with non-routine decisions.
• Ability to analyze situations accurately and take effective action.
• Ability to maintain a very high level of professionalism and confidentiality.
• Ability to manage and prioritize routine, specialized and complex assignments and problems utilizing knowledge acquired through prior education, training, and experience.
• Ability to adapt to an evolving and continually improving environment.
• Ability to establish and maintain effective working relationships with the public, co-workers, city personnel, and other public or outside agencies.
• Ability to accomplish multiple tasks in an efficient manner.
• Ability to complete assignments accurately and on a timely basis.
• Ability to think and act quickly, calmly, and accurately in emergency situations in accordance with departmental rules and regulations.
• Ability to understand and follow both oral and written instructions.
• Ability to work independently with multiple assignments.

Desired Traits:
Be a knowledgeable worker; customer focused; one who values and respects others; drives to excel; believes in teamwork and collaboration; believes in continuous learning; demonstrates ethical behavior; and is supportive of change.
Performance Aptitudes:
Data Utilization: Requires the ability to review, classify, categorize, prioritize and/or analyze data and/or information. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
Human Interaction: Requires the ability to exchange information for the purpose of obtaining information or clarifying details. Performs such within policies, procedures and standards. Requires the ability to meet and deal effectively with the staff members, citizens and other contact persons using tact and good judgment. Includes receiving instructions, assignments or directions from superiors.
Language and Communications Ability: Requires the ability to keep the supervisor informed of potential problems or unusual events. Requires the ability to respond to inquiries and concerns in a timely manner. Requires the ability to speak to people with poise, voice control and confidence. Requires the ability to deal with people beyond giving and receiving instructions. Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear.) Must be able to communicate via a telephone. Must be adaptable to performing under stress and when confronted with persons acting under stress. Maintain all appropriate records as instructed.
Functional Reasoning: Requires the ability to apply rational systems to solve practical problems; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form. Demonstrate initiative in identifying potential problems or opportunities for improvement.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently using the English language.

ADA COMPLIANCE
The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Additionally, the following physical abilities are required:

• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
• Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. Occurs to a considerable degree and requires substantial use of upper extremities and back muscles.
• Manual Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Crouching: Bending the body downward and forward by bending leg and spine.
• Standing or Sitting: Particularly for sustained periods of time.
• Visual Acuity: Including color, depth perception, and field vision.

WORK ENVIRONMENT
Tasks are regularly performed without exposure to adverse environmental conditions such as dirt, dust, pollen, wetness, humidity, fumes, temperature, and noise.

The City of Sebastian is an Equal Opportunity Employer; to comply with the American with Disabilities Act, the City of Sebastian will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.

Part-time regular employees are eligible for vacation and sick leave.

To learn more details, visit the City of Sebastian website.
01


After reading the job description, what sparked your interest to apply? Please explain.
02


Which statement below best describes the highest level of education you have completed?High School graduate, diploma or the equivalent (GED)Associate degreeBachelor's degreeMaster's degreeProfessional degreeDoctorate degree
03


Are you familiar with local government?

• Yes
• No

04


What government experience do you have?
05


How would you rate your level of proficiency Microsoft office (Microsoft word, Excel, PowerPoint)? BeginnerIntermediateAdvanced
06


Are you familiar with MUNIS software? If yes, what is your level of proficiency?BeginnerIntermediateAdvanced
07


Please list your top three strengths related to this job.
08


What executive level professionals have you supported in the past or present?
Required Question City of Sebastian, FL

Job Tags

Holiday work, Full time, Part time, Local area, Long distance, Flexible hours, Afternoon shift,

Similar Jobs