Executive Assistant Senior

Mainstreet Daily News; Gainesville (FL); On-site; USD 52,000 - 84,000; Full time

Benefits offered by this job

Competitive benefits package

On-site fitness center

Tuition reimbursement

Job summary

The City of Gainesville is seeking an Administrative Specialist within the Parks, Recreation and Cultural Affairs Department. This full-time role supports a senior manager, handling confidential materials, budgeting, and department processes.

Responsibilities include coordinating meetings, preparing agendas, drafting documents, and maintaining records. Strong communication, discretion, and multi-tasking are essential for success.

Qualifications

• Associate degree and three years of responsible administrative and staff support experience.
• CAP or CPS certification may substitute for the Associate degree.
• Must type at least 35 correct words per minute.

Responsibilities

• Develops and oversees administrative details and workflow for assigned area.
• Liaises with staff and boards; prepares agendas and minutes.
• Assists with department budget, payroll and grant-related tasks.
• Manages records, reports and correspondence with discretion.

Skills

Effective communication

Discretion and judgment

Organizational skills

Confidentiality

Problem solving

Customer service

Education

Associate degree

CAP/CPS substitution possible

Tools

Office software proficiency

Advanced computer skills

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_Parks, Recreation and Cultural Affairs: Parks, Recreation and Cultural Affairs Administration Salary Range Minimum:$25.00 Salary Range Maximum:$40.41 Closing Date:09/23/2026

Job Details

This is a permanent full-time position working 40 hours per week with the Department of Parks, Recreation and Cultural Affairs (PRCA). It will support the Assistant Director within the Administration Division of the department. The Administrative Division handles department-wide tasks including budget, contracts, accreditation, master planning, customer service, as well as special projects. Duties assigned to this position include management of public records requests through JustFOIA and managing agenda items in eScribe.
PRCA provides a fast moving and exciting environment that provides integral services to our neighbors. Successful applicants for this position will be highly organized, be able to anticipate opportunities and issues, be detail oriented, be an effective communicator and be able to work on multiple projects/tasks simultaneously. They will also be technologically savvy and adaptive to changing priorities.

To be considered for this position you must take and pass the City of Gainesville:

• Excel

THIS POSITION REQUIRES A DRIVER’S LICENSE

Job Description

SUMMARY

This is advanced, diversified, often confidential and moderately complex administrative and staff work supporting a senior level manager who oversees diverse activities within their department. Duties require some independent judgment through the application of problem solving, decision making, dependability and initiative and the ability to process and resolve various departmental issues. Positions allocated to this Classification may assign and review the work of Staff Assistants and Staff Specialists. Duties must be performed at a high level of competence and require discretion and judgment with respect to matters of significance.

Positions allocated to this classification report to a senior level manager of a department with multiple divisions (who is a member of the Executive Team).. Work is performed under general supervision and is normally reviewed upon completion. Work in this class is distinguished from higher classes by its lack of managerial responsibility and from lower classes by its coordination of administrative activities, latitude for discretion and decision making, supervisory responsibility and work of a confidential and sensitive nature.

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

Depending on area of assignment:

• Develops, plans, and oversees administrative details and coordinated workflow of assigned area.
• Serves as staff liaison to special committees and boards and represents the department by attending meetings or serving on assigned committees. Prepares meeting agendas, photocopys and/or assembles back-up documentation, mails packets to board and staff members. May take and transcribe minutes.
• Assists with the administration of department Progression-through-Training (PTTP) programs; prepares a manual of checklists, procedures and materials and reviews proposed actions to evaluate appropriateness and timeliness before forwarding to the department head for review.
• Assists with drafting, modifying, and interpreting operational and personnel policies, guidelines and administrative procedures applicable to department staff.Drafts and prepares agenda items for City Commission meetings.
• Handles inquiries, complaints, and requests; tracks issues and resolutions and provides assistance regarding specific matters within area of expertise in resolving complex inquiries and complaints.
• Assists in the proofing, drafting, and distribution of moderately complex documents. Prepares and makes presentations.
• Researches, reviews, gathers, compiles and maintains detailed and specialized information for reports and department work processes.
• Prepares reports for grant funded projects and monitors grant compliance.
• Maintains records, libraries, databases, tracking systems and files required in connection with department work processes.
• Assigns and reviews the work of Staff Assistants and Staff Specialists.
• Schedules, coordinates and maintains assigned calendars. Makes travel arrangements and prepares itineraries.
• Assists with planning and execution of meetings and department sponsored events.
• Provides oversight, maintenance and updating of the department’s intranet and/or internet sites.
• Sets work goals, objectives, and priorities.
• Works directly with department and division managers to facilitate completion of respective assignments and objectives.
• Monitors operation of and recommends repairs or upgrades to office equipment, coordinates repair or upgrade of new equipment.
• Acts as department Timekeeper; inputs department payroll into Remote Time Entry (RTE).Assists with the preparation, coordination and administration of department budget.
• Administers department purchase orders and VISA purchases, and prepares department bills for processing; requests information or supporting documentation from appropriate staff.
• Receives and screens visitors and/or telephone calls that require the use of judgment, tact, and diplomacy.
• Assists managers with confidential/sensitive materials related to labor agreements, political issues, personnel matters, and/or criminal records.
• Attends work on a continuous and regular basis.

NON-ESSENTIAL JOB FUNCTIONS

Depending on area of assignment:

• May perform tasks normally assigned to Staff Assistants and Staff Specialists as workflow and demands require.
• 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 responsible administrative and staff support experience, or an equivalent combination of training and experience which provide 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 responsible administrative and staff support experience 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 is preferred.

KNOWLEDGE, SKILLS AND ABILITIES

Depending on area of assignment:

• Ability and willingness to use sound judgment, exercise discretion, and after evaluating alternatives, make decisions on matters of significance.
• Ability and willingness to carry out major assignments.
• Comprehensive knowledge of administration, organization, policies, practices, and programs.
• Demonstrated proficiency in relevant software and advanced computer skills.
• Thorough knowledge of liaison duties and responsibilities.
• Ability to function in a politically sensitive and volatile environment.
• Ability to organize and coordinate multiple assignments.
• Ability to work with general supervision.
• Ability to maintain confidentiality and respond appropriately to sensitive/confidential issues.
• Ability to resolve conflicts.
• Ability to understand and follow moderately complex oral and written instructions.
• Ability to resolve customer complaints and answer inquiries tactfully, courteously, and effectively.
• Ability to work effectively with co-workers and internal and external customers.
• Ability to communicate effectively, both orally and in writing.
• Ability to operate basic office equipment.
• Ability to perform administrative functions, including the ability to assign and review the work of other staff members.

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.

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.

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 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.