Executive Specialist to City Clerk

Lake City, City of (FL); Lake City (FL); On-site; USD 42,000 - 66,000; Full time

Job summary

Lake City, City of (FL) is seeking a professional to assist the City Clerk with daily department operations, including payroll, accounts payable, and public notices. The role involves preparing correspondence, managing records, calendar coordination for City Clerk and City Council, and ensuring meetings run smoothly.

The ideal candidate will have an associate degree in public administration or related field, at least five years of related experience, and a valid Florida driver's license, with

Qualifications

• Graduation from an accredited two-year college with major coursework in Public Administration or related field; minimum five years of professional related experience.
• Must be a high school graduate or possess a GED.
• Must have a valid Florida Driver’s License.
• CJIS clearance required.

Responsibilities

• Assists City Clerk with day-to-day operations including payroll, accounts payable, policies, procedures and public notices.
• Communicates clearly, concisely and diplomatically, both verbally and in writing.
• Prepares correspondence, memos, letters, documents, forms, reports and proclamations; creates and maintains project files and records.
• Performs research and data analysis; coordinates with City departments on cross-departmental issues.
• Prepare hard copy agenda packets for City Council; set up and clean up meeting space for City Council and sunshine meetings.
• Make travel arrangements for City Clerk and City Council members.
• Receives and screens calls; responds to inquiries from citizens.
• Orders and maintains office supplies; coordinates special events and programs.
• Assist Records Management Supervisor with public records and records management.
• Other duties as assigned.

Skills

Reading instructions

Effective written communications

Prioritization under deadlines

Professional demeanor

Public interactions

Meeting coordination

Travel arrangements

Records management

Education

Associate degree in Public Administration or related field

High school diploma or GED

Tools

Office software

Job description

General Description

This is a highly professional position, assisting the City Clerk with the daily activities of the department. This position is directly responsible to the City Clerk.

Nature of Work

Essential Functions:

• Assists the City Clerk with day-to-day operations of the department, including but not limited to, payroll, accounts payable, policies, procedures, programs and public notices for publication.

• Communicates clearly, concisely and in a diplomatic manner, both verbal and written presenting a positive image of the city.

• Maintains the office appointment calendar for the City Clerk and City Council and schedules appointments.
• Prepares business correspondence, memos, letters, documents, forms, reports and proclamations. Creates and maintains project files and departmental records.

• Performs research, analysis data, coordinates with City departments on cross-departmental issues affecting the City.

• Prepare hard copy agenda packets for City Council members. Responsible for the set-up and clean-up of meeting space for City Council and other sunshine applicable meetings.

• Make all travel arrangements, registrations and reservations for City Clerk and City Council.

• Receives and screens calls and refers call to other departments. Communicates with citizens and responds to inquiries.

• Orders and maintains office supplies and other departmental materials.

• Coordinates, plans, and participates in special events, awards, activities and programs to promote and coordinate activities in the City.

• Assist the Records Management Supervisor with public records and records management.

• Any and all other duties as assigned.

(These essential job functions are not to be construed as a complete statement of all duties performed. Employee will be required to perform all duties as assigned.)

KNOWLEDGE, SKILLS, AND ABILITIES

Equipment:

Uses small office equipment, including copy machines, scanner or multi-line telephone systems. Uses computers for word processing and document imaging software.

Critical Skills/ Expertise:

All employees must possess knowledge of general written standards and procedures utilized, and have the ability to read, interpret, and follow procedural and policy manual related to the job tasks. The abilities expected of all employees include being able to respond to supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with stated policies, be appropriately groomed and attired so as to present a professional image in accordance with the organization’s mission, goals, and policies; report for work promptly and properly prepared at the time and place required by the assignment or orders; notify the appropriate supervisor of intended absences in accordance with stated rules; conform with standards and rules regarding use of accrued time; demonstrate a polite, helpful, courteous, and professional image when engaged in any activity with the public; operate and care for equipment to manufacturer’s specifications and/or within the specified parameters and in accordance with policies; demonstrate an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues. Critical skills/expertise identified for this job include:

• Ability to read and comprehend instructions and all forms of correspondence.
• Ability to learn assigned tasks readily within a reasonable training period.
• Ability to communicate effectively, both orally and in writing.
• Ability to meet multiple deadlines and prioritize work on a daily basis without a great deal of supervision.
• Ability to work under pressure and/or frequent interruptions.
• Effectively problem-solve and deal with conflict in stressful situations.
• Effectively present information and respond to questions from the public, customers, and other city staff members.
• Ability to work well with the public and elected officials, media representatives and cooperatively with other departments.
• Ability to generate clear and concise professional business correspondence, including effectively presenting information or responding to inquiries from customers and other agencies.
• Must be detail oriented.
• Ability to research and analyze data, situations and to make recommendations.
• Knowledge of laws and regulations governing the publishing, filing, indexing and safekeeping of official city documents.
• Knowledge of Municipal Code of Ordinances, City Charter, intergovernmental relations and general procedures of the city.
• Knowledge of government principles and practices.
• Knowledge of internal control procedures.
• Knowledge of office automation and computers.
• Knowledge of software applications for word processing and spreadsheets.

Minimum Qualifications:

Graduation from an accredited two-year college with major course work in Public Administration or related field and a minimum of five (5) years professional related experience. Any equivalent combination of education and experience may be substituted for the minimum qualifications. Must be a high school graduate or possess a General Education Diploma (GED). Must have a valid Florida Driver’s License. Must pass CJIS clearance.

ESSENTIAL PHYSICAL SKILLS

• Acceptable eyesight (with or without correction)
• Acceptable hearing (with or without hearing aid)
• Ability to communicate both orally and in writing
• Sitting for extended periods of time
• May occasionally need to lift/carry and/or move up to 25 pounds

Environmental Conditions:

• Work is performed in an office setting