Executive Assistant Senior

City of Gainesville; Gainesville (FL); On-site; USD 34,000 - 55,000; Full time

Benefits offered by this job

Competitive benefits package

On-site fitness centers

Tuition reimbursement

On-site medical staff

Wellness program

Job summary

City of Gainesville's PRCA department is seeking an Administrative Specialist to support the Administration Division. You will manage public records requests, prepare agendas, and coordinate department tasks to ensure timely responses and accurate documentation.

The role requires an associate degree and 3 years of administrative experience; CAP/CPS can substitute. Strong organizational, communication, and office software skills are essential for success.

Qualifications

• Associate degree plus 3 years administrative experience, or equivalent.
• CAP or CPS may substitute for degree.
• Willingness to type at 35 wpm minimum.
• Proficient with department record systems and budgets.

Responsibilities

• Oversee administrative details and workflow for the assigned area.
• Prepare agendas and materials; assist with minutes and liaison roles.
• Support PTTP programs and draft/maintain policies and docs.
• Handle inquiries and track issues; assist with budget and procurement.

Skills

Administrative experience

Communication skills

Confidentiality handling

Education

Associate degree or equivalent vocational/technical training

CAP/CPS may substitute for degree

Typing speed 35 wpm

Tools

JustFOIA

eScribe

Remote Time Entry (RTE)

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.

Essential Job Functions

• 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

• 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.

Certificates 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

• 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.

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 sta ff 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.