City of Tampa

This is highly responsible and confidential work providing administrative support to senior level executive staff.

Employees perform various senior administrative tasks of considerable difficulty independently, or with little direction, in support of executive staff. Work is often demanding, highly responsible and confidential. Under general supervision, responsibilities involve undertaking and completing administrative matters not requiring policy decisions, with particular emphasis on managing the office of the executive. Employees may also perform diverse/complex administrative assignments in support of various major governing boards and committees. Because of the potential consequences resulting from errors in work products, a high degree of accuracy is required in performance of all assigned tasks. Additionally, because of the amount of contact with government officials, business leaders, and representatives of the public, employees must possess strong interpersonal and hospitality skills. Employees are required to exercise considerable initiative and independent judgment in establishing personal work priorities and performing time management functions for executives. Work is reviewed through conferences, observation, and results obtained. Appointed position; employee serves at the pleasure of the Mayor.

Maintains efficient and effective office operations for the supported executive.

Drafts executive level correspondence, emails, or press releases.

Plans, schedules and coordinates all aspects related to events, meetings, conferences, appointments and press conferences.

Coordinates travel of executives to include preparing itineraries, making transportation and lodging arrangements, acquiring information, and processing payments.

Assists in the completion of various forms, notices, and other communications, which may require posting and/or publication.

Assists executives with customer inquiries and problem resolution.

Prepares and provides analysis of statistical data.

Assists with project monitoring and budget tracking.

Relieves executives of many administrative details in matters not requiring policy decisions; advises executives of items requiring immediate attention; provides information to other employees and the public concerning establish city policies and procedures; receives complaints from the public; responds to or refers complaints to appropriate respondent; participates in information searches and compiles data on projects.

Takes and transcribes dictation; operates personal computer or typewriter to produce and revise documents as dictated and from rough draft; transcribes materials from recording media; reviews and corrects materials to ensure proper grammar and punctuation, improve clarity, and eliminate inaccuracies; proofreads own work products; composes correspondence independently or from general instructions.

Screens and routes telephone calls and visitors; opens and distributes mail; establishes and maintains files, controls logs, and other office records.

Attends high-level meetings and conferences as recording secretary; serves as administrative and/or recording secretary for major governing boards.

Establishes and maintains filing systems for various important, confidential, and sensitive records and documents.

Reviews Customer Service Center requests received and ensures that messages are answered in a timely manner; trains and assists other Customer Service Center users as needed.

Orders supplies; processes purchase requisitions for supplies and payments to vendors; operates and performs minor maintenance on office machinery and equipment such as typewriters and copiers.

Performs related work as required

Extensive knowledge of: business English; rules and accepted practices of grammar and composition; business office administration.   

Considerable knowledge of: standard office practices, computers and MS Office, and procedures.

Ability to acquire working knowledge of: rules, regulations, procedures, and functions of assigned areas and make decisions in accordance with same; administrative procedures and policies of assigned areas.

Ability to: establish, coordinate, and maintain schedules and calendars of activities; type proficiently; take and transcribe dictation proficiently, using any method of speedwriting or shorthand; operate a personal computer; compose, edit, and correct draft correspondence and reports; understand and follow complex oral and written instructions; maintain files and records and prepare reports; maintain strict confidentiality; lead and train clerical personnel; establish and maintain effective working relationships with other employees, municipal and other governmental officials, and the public.

Skill in: typing; taking and transcribing dictation, using any method of speedwriting or shorthand; operation and minor maintenance of office machinery and equipment; use of word processing software.

Mostly sedentary, indoors, requires extended use of computer, typing and viewing monitor.

Graduation from an accredited high school and five (5) years of executive assistant experience providing direct support to an executive.  An associate’s degree in business administration is preferred.

Possession of a valid drivers’ license required.

Evaluation of education and experience. Drug testing is included in all pre-employment processing.

During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.