Executive Assistant

City of Gainesville; Library (PA); On-site; USD 34,000 - 56,000; Full time

Benefits offered by this job

Health insurance

On-site fitness centers

Tuition reimbursement

On-site medical staff

Wellness program

Job summary

City of Gainesville is seeking an experienced administrative professional to support City Commissioners and Charter Officers. This role requires handling confidential tasks, coordinating agendas, and managing staff communications to ensure efficient city operations.

The position emphasizes budget preparation, policy interpretation, and liaison duties with high-level internal and external stakeholders, including meetings outside regular hours.

Qualifications

• Associate degree and 3 years public or business administration or related field; 1 year government admin experience.
• CAP certificate or CPS certificate may substitute for an Associate degree.
• Typing minimum 35 words per minute or higher as set by department.
• Ability to interact effectively with City Commissioners, Mayor, Charter Officers, and staff.
• Basic knowledge of budget preparation and cost analysis.

Responsibilities

• Performs complex administrative work in support of the Commissioner’s or Charter officer’s core functions and processes.
• Coordinates administrative activities and flow of correspondence through the office.
• Coords submission of agenda items to the City Commission and drafts agenda items for approval.
• Serves as staff liaison to committees and boards and represents City Commissioners or Charter Officer in meetings.
• Assists with budget preparation and cost projections; tracks issues and resolutions.

Skills

35 WPM typing

Discretion and judgment

Public/government administration

Budget preparation

Communication skills

Education

Associate degree

CAP/CPS substitution for Associate

Tools

Microsoft Office

Word

Excel

Job description

If you are an Internal City Employee, Retiree or Dependent/Survivor of a City Employee please apply internally via Career Icon in your Workday account.

Make a difference in the community you live in! As a Community Builder—an employee with the City of Gainesville— you will have a direct hand in building and improving your community and making a visible impact on the lives of your neighbors. Working for local government is more than a job, it’s a chance to contribute to community success and to help enhance the Gainesville way of life.

Department: GG_Risk Management: Workers Compensation and Safety

Salary Range Minimum: $25.00

Salary Range Maximum: $40.41

Closing Date: 10/08/2026

Job Details: This is advanced, diversified, mostly non-recurring and complex administrative and staff work of a confidential or sensitive nature in direct support of a City Commissioner or Charter Officer. Duties require the ability to engage in independent action through the application of problem solving, decision making, dependability, initiative, and specialized knowledge of the terminology, procedures, and practices for their functional area. Positions allocated to this classification may assign and review the work of staff members to ensure the efficient and effective operation of the functional area. Duties require a high level of competence and independent exercise of discretion and judgment with respect to matters of significance. This position is highly visible and impacts the public's perception of City functions. Positions allocated to this classification report to a Charter Officer. Work is performed under limited supervision and may be reviewed upon completion. Work in this class is distinguished from higher classifications by its lack of managerial responsibility and from lower classifications by its coordination of administrative activities, latitude for discretion and decision making, interaction with high level internal and external personnel, supervisory responsibility and work of a confidential and sensitive nature.

Job Description

SUMMARY This is advanced, diversified, mostly non-recurring and complex administrative and staff work of a confidential or sensitive nature in direct support of a City Commissioner or Charter Officer. Duties require the ability to engage in independent action through the application of problem solving, decision making, dependability, initiative, and specialized knowledge of the terminology, procedures, and practices for their functional area. Positions allocated to this classification may assign and review the work of staff members to ensure the efficient and effective operation of the functional area. Duties require a high level of competence and independent exercise of discretion and judgment with respect to matters of significance. This position is highly visible and impacts the public’s perception of City functions.

EXAMPLES OF WORK

This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position. The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job. Performance of lower level duties may be required.

ESSENTIAL JOB FUNCTIONS

• Performs complex administrative work in support of the Commissioner’s or Charter officer’s core functions and processes.
• Coordinates administrative activities and flow of correspondence through the office.
• Coordinates submission of agenda items to the City Commission. Drafts and prepares agenda items for Commission approval.
• Serves as staff liaison to special committees and boards and represents the City Commissioners or Charter Officer by attending meetings or serving on assigned committees.
• Assists City Commissioners and Charter Officers directly in responding to citizen inquiries and providing information; tracks issues and resolutions and provides consultation and assistance regarding specific matters within area of expertise.
• Assists with drafting, modifying, and interpreting operational and personnel policies, guidelines and administrative procedures applicable to department staff.
• Proofs, drafts and distributes complex documents. Prepares and makes presentations.
• Researches, reviews, gathers, compiles and maintains detailed and specialized information for complex standard and ad‑hoc reports and department work processes.
• Provides administrative oversight with the design, implementation and administration of department programs; prepares documentation and materials and prepares program assessments.
• Administers department purchase orders and VISA purchases and prepares department bills for processing; requests information or supporting documentation from appropriate staff. Reconciles accounts and prepares cost analysis.
• Processes registrations, collects and deposits fees, and performs final reconciliation for the Florida Audit Forum. Tracks and reports fiscal year audit hours.
• Assists with the preparation, coordination and administration of department budget. Analyzes and reconciles budget accounts and prepares expenditure and cost projection reports.
• Works directly with City Commissioners or Charter Officer to facilitate completion of respective assignments and objectives.
• Supervises, plans, organizes, evaluates and directs the work of support staff; sets work goals, objectives, and priorities. Assists with interviewing and selection of support staff.
• Schedules, coordinates and maintains assigned calendars. Makes travel arrangements and prepares itineraries.
• Receives and screens visitors and telephone calls that require the use of judgment, tact, and diplomacy.
• Attends work on continuous and regular basis.

NON-ESSENTIAL JOB FUNCTIONS

• May provide back up support and assistance to other administrative staff.
• May perform routine administrative duties, as necessary, to maintain office efficiency.
• Performs other related duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. Below are the required education, experience, knowledge, skills and abilities to perform the essential functions.

EDUCATION AND EXPERIENCE

An Associate degree from an accredited college or equivalent vocational/technical training and three (3) years’ experience in public or business administration or related field and one (1) year of government administrative experience, or an equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate may substitute for an Associate degree.

An additional two (2) years of experience in public, business or government administration or related field may substitute for an Associate degree.

Must type at a minimum speed of 35 correct words per minute or at a higher speed, as set by the department.

CERTIFICATIONS OR LICENSES

Licenses

If courier duties are required, a valid Florida Driver license with a safe driving record is required.

Certifications

A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate may be required, depending on the needs of the department.

KNOWLEDGE, SKILLS AND ABILITIES

• Ability and willingness to use sound judgment, exercise discretion, and after evaluating alternatives, make decisions on matters of significance.
• Ability to interact effectively with City Commissioners, the Mayor, Charter Officers, community leaders, government and utility counterparts, citizens, and all levels of employees.
• Considerable knowledge of administration, organization, policies, practices, and programs.
• Ability to organize and coordinate multiple assignments and office staff.
• Thorough knowledge of liaison duties and responsibilities.
• Ability to function in a politically sensitive and volatile environment.
• Ability to work with minimal supervision.
• Considerable knowledge of research methods and techniques and methods of report presentation.
• Ability to perform office management and administrative functions, including the ability to plan, assign and supervise the work of other employees.
• Basic knowledge of principles and practices of budget preparation.
• Demonstrated proficiency in relevant software and advanced computer skills.
• Ability to communicate effectively, both orally and in writing.
• Ability to understand and follow complex oral and written instructions.
• Ability to meet the public to discuss and resolve problems and complaints tactfully, courteously, and effectively.
• Ability to maintain security and confidentiality and respond appropriately to sensitive and confidential issues.
• Ability to operate basic office equipment.

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

To perform this job successfully, an individual must possess certain physical abilities and be able to withstand work related environmental conditions.

PHYSICAL REQUIREMENTS

While performing the duties of this Job, the employee is often required to sit for prolonged periods of time.

WORK ENVIRONMENT

May be required to work and attend meetings outside regular business hours.

ASSESSMENT REQUIRES

To be considered for this position you must take and pass the following assessments:
-Typing (Passing score is 35WPM; Average Standard Net WPM is the score we go off of)
-Word
-Excel
IF YOU HAPPEN TO FAIL YOUR TESTING, YOU MAY RETAKE THE TEST AS LONG AS IT IS BEFORE THE DEADLINE
To schedule testing please contact CareerSource North Central Florida by emailing [e-mail] your request. They are the test administrators and will be able to assist you with your assessments.
*PLEASE LISTEN TO THE ENTIRE MESSAGE FOR INSTRUCTIONS*
This testing is done online.
Testing is due 5 days following posting close date.
These are mandatory assessments and must be completed for further consideration for this position.
*Test scores are good for 1 year * If you have completed testing in the past year, please ensure your scores are attached to your application before submission!!

Note

May Require Assessment(s).
May fill multiple positions.
May establish an eligibility list.

Come join our team! The City of Gainesville offers a competitive benefits package and opportunities to grow both professionally and personally.

All ‘regular’ employees are eligible for traditional benefits such as health insurance, life insurance, paid leave, 11 paid a holidays a year, a pension plan and a deferred compensation plan, but we also offer great things like on-site fitness centers, tuition reimbursement, on-site medical staff and a wellness program to keep you healthy and happy. Please note; benefits are not available for temporary employees.

Equal Opportunity

The City of Gainesville is an equal opportunity/affirmative action employer and does not discriminate in hiring. Minorities, women and individuals with disabilities are encouraged to apply. Individuals with a disability, who require special accommodations during the selection process, should notify the Human Resources Department at 352-334-5077 or TDD/TTY at 352-334-2292.

Veterans' Preference

Veterans are encouraged to apply. Veterans’ Preference ensures that veterans and eligible persons are given consideration at each step of the selection process. However, preference does not guarantee that a veteran or other eligible person will be the candidate selected to fill the position. Section 295.07, Florida Statutes (F.S.) specifies who is eligible for Veterans’ Preference. State of Florida residency is not required for Veterans’ Preference.

If you are unable to apply online due to a disability, contact recruiting at [e-mail] or by calling 352-334-5077.