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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:
9110 GRU - General ManagerSalary Range Minimum:
$60,408.16Salary Range Maximum:
$92,026.18Closing Date:
12/30/2024Job Details:
This is complex and advanced work performing, coordinating and supervising diversified, often non-recurring and unique administrative and support staff work of a highly confidential or sensitive nature to ensure efficient and effective organizational operations and goals. Duties are highly responsible and demand the highest degree of competence, the independent exercise of discretion and judgment with respect to matters of significance and the application of problem solving, decision making, dependability, initiative, and accountability for results.This position is highly visible and impacts the public’s perception of organizational functions and is subject to considerable public scrutiny.
The position allocated to this classification reports to high level manager and works under limited supervision. Work in this class is distinguished from other classes by its coordination of the highest level of administrative activities, supervisory responsibility and work of a confidential and sensitive nature.
Job Description:
SUMMARY
This is complex and advanced work performing, coordinating and supervising diversified, often non-recurring and unique administrative and support staff work of a highly confidential or sensitive nature to ensure efficient and effective organizational operations and goals. Duties are highly responsible and demand the highest degree of competence, the independent exercise of discretion and judgment with respect to matters of significance and the application of problem solving, decision making, dependability, initiative, and accountability for results. This position is highly visible and impacts the public’s perception of organizational functions and is subject to considerable public scrutiny.
The position allocated to this classification reports to high level manager and works under limited supervision. Work in this class is distinguished from other classes by its coordination of the highest level of administrative activities, 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:
Directs the overall administrative operation of the executive office.
Performs complex and diversified administrative work of a highly confidential or sensitive nature in support of the executive office.
Collects, reviews and organizes all material required for the review and approval.
Obtains and gathers data to prepare responses and prepares accompanying supplementary information or exhibits.
Independently reviews, prioritizes, conducts follow-up research, collects and provides information on issues and brings such matters to the personal attention of the manager.
Reviews and processes incoming electronic and regular mail correspondence, records and reports. Investigates subject matter and responds to issues and questions not requiring the attention of the manager.
Acts as a liaison between the manager and the general public, committees, staff and departments. Represents the department by attending various meetings.
Supervises, plans, organizes and directs the work of support staff and volunteers; sets work goals, objectives, and priorities. Assists with interviewing and selection of support staff and front desk volunteers.
Performs timely, fair, and non-discriminatory evaluation of performance of assigned support staff.
Provides orientation, training, and instruction to new employees and front desk volunteers. Provides on-going training and development of support staff and volunteers.
Organizes, coordinates, and schedules meetings, facilities, and materials. Maintains calendar and arranges travel.
Completes special projects and assignments and prepares special, non-recurring reports assigned by the manager.
Collects data and prepares routine and recurring monthly reports.
Coordinates submission of agenda items to the City Commission. Drafts and prepares agenda items for Commission approval.
Works directly with department and division managers in completing assignments for the manager.
Interprets, applies, and recommends office policies and procedures.
Assists with the preparation of the annual budget; analyzes and reconciles budget accounts and prepares related reports.
Provides administrative oversight of payroll, petty cash, purchasing and other administrative functions.
Oversees the maintenance of routine and recurring information database files for various activities and functions of the manager.
Coordinates the record keeping, filing system, and destruction of records.
Attends work on continuous and regular basis.
NON-ESSENTIAL JOB FUNCTIONS
May provide back-up support and assistance to other administrative staff.
May develop technical assistance manuals, and other communication and education tools, as assigned.
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 two (2) years of experience in public or business administration or related subject plus two (2) years of local government administrative experience; or an equivalent combination of education, training and experience which provides the required knowledge skills, and abilities.
A Certified Administrative Professional (CAP) certification may substitute for an Associate degree.
An additional two (2) years of experience in public or business 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) certification is preferred.
KNOWLEDGE, SKILLS AND ABILITIES
Ability to perform complex and advanced administrative and support functions, including the ability to plan, assign and supervise the work of other employees.
Strong project management and organizational skills to plan, prioritize, multi-task and execute projects/tasks within specific deadlines while maintaining flexibility.
Strong interpersonal skills as demonstrated by the ability to interact collaboratively and productively and to build effective relationships with individuals of diverse backgrounds, including City Commissioners, the Mayor, Charter Officers, community leaders, government counterparts, citizens, and all levels of employees.
Ability to meet the public, to discuss and resolve problems and complaints tactfully, courteously, and effectively. Demonstrates a strong customer orientation.
Excellent analytical and research skills as demonstrated by the ability to collect, develop, assess, and blend information and recommendations from a wide variety of sources.
Strong analytical, critical and creative thinking skills to assess and resolve problems or issues by gathering and assessing information, taking advice, and using judgment that is consistent with standards, practices, policies, procedures, regulations or law.
Ability and willingness to use sound judgment, exercise discretion, and after evaluating alternatives, make decisions on matters of significance.
Ability to understand and follow complex oral and written instructions.
Ability to work under high stress levels, with frequent interruptions and with tight and often changing deadlines.
Demonstrated intermediate level knowledge of personal computers and related departmental software, including Excel, Word and PowerPoint.
Ability to maintain security and confidentiality of information and resources.
Excellent written and oral communication skills as demonstrated by the ability to articulate complex information and issues clearly and concisely.
Experience and ability to design and deliver presentations and materials.
Ability to effectively lead or work as a member of a self-directed work team.
Basic knowledge of sources of information related to solution of problems of local government.
Thorough knowledge of liaison duties and responsibilities.
Ability to function in a politically sensitive and volatile environment.
Ability to work with minimal supervision.
Ability to carry out major assignments.
Basic knowledge of the structure and functions of the City of Gainesville.
Basic knowledge of budget preparation and procedures.
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, including nights, weekends and holidays.
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 HR@cityofgainesville.org or by calling 352-334-5077.
