LEGISLATIVE ANALYST / ASSISTANT TO CITY COUNCIL MEMBER

City Council Administrative Assistant

This is a highly responsible, exempt administrative position providing direct support to a member of the City Council. The position reports to the City Clerk or designee. The role requires discretion, sound judgment, and a high degree of professionalism. Work involves frequent and extensive interaction with the public, community stakeholders, and City staff. Responsibilities include a wide range of administrative and operational functions, from standardized clerical tasks to complex assignments requiring independent action and decision-making.

The position requires comprehensive knowledge of City operations, including organizational structure, programs, and services provided to residents. Serves as a trusted liaison for the Council Member, both internally and externally, and is expected to consistently demonstrate diplomacy, business acumen, and professionalism in all interactions. Work is performed under general administrative supervision and is evaluated based on observations, outcomes achieved, and overall effectiveness in supporting Council initiatives.

Processes confidential and sensitive matters with discretion and in compliance with applicable laws, regulations, and City policies. Delivers outstanding internal and external customer service while upholding the City's standards of professionalism.

Establishes and maintains effective working relationships with elected officials, City administration, staff, community members, business leaders, and external agencies.

Assists in the daily operations of the Office of the City Council and provides direct administrative and legislative support to assigned Council Members.

Serves as the liaison between the City Council and City Administration, external agencies, residents, and community stakeholders to facilitate information exchange and issue resolution.

Interacts daily with elected officials, executive leadership, staff, and members of the public, representing the interests and directives of the assigned Council Member.

Assists in preparing and disseminating information regarding City Council events, initiatives, and programs to media outlets, community organizations, and constituent groups.

Creates and assists in designing visual and written content such as newsletters, flyers, advertisements, social media posts, presentations, and signage.

Takes photographs and gathers media content for publications, news releases, City communications, and special purposes.

Listens attentively to citizen inquiries and concerns; conducts initial assessments and coordinates with appropriate departments or agencies to resolve issues.

Tracks constituent inquiries and prepares follow-up correspondence on behalf of Council Members to ensure timely resolution and communication.

Screens and routes telephone calls; responds to inquiries or directs callers appropriately and follows up to ensure satisfactory completion.

Receives and greets visitors to the City Council Office, including dignitaries, community leaders, and residents; ensures professional representation of the Council Office.

Schedules and coordinates meetings, appointments, and events for Council Members; maintains electronic calendars and ensures proper notification of participants.

Makes travel arrangements and prepares all required travel and reimbursement documentation in accordance with City policy.

Coordinates meetings, workshops, conferences, and ceremonial events initiated or attended by City Council Members, including logistics, agendas, and participant communications.

Conducts pre-event planning and on-site coordination to ensure successful execution of Council-sponsored or co-sponsored events.

Researches legislation, policy proposals, and community issues; compiles and analyzes data; prepares reports, talking points, presentations, proclamations, and briefing materials for Council review.

Assists during City Council meetings, workshops, community forums, and special events; may prepare agendas, track action items, and take and transcribe minutes as assigned.

Prepares and reconciles purchase card transactions, monitors office expenditures, and ensures compliance with the City Charter and procurement policies.

Establishes and maintains comprehensive physical and electronic filing systems, including confidential and public records, in accordance with records retention requirements.

Acts as custodian of City Council correspondence, public records requests, complaints, and legislative documents.

Coordinates with the City Clerk's Office to ensure compliance with public records law, Sunshine Law, and agenda deadlines.

Prioritizes and manages multiple assignments while meeting established deadlines in a fast-paced and politically sensitive environment.

Assists in drafting ordinances, resolutions, proclamations, commendations, and official communications.

Provides technical support to Council Members in operating computers, managing electronic documents, and utilizing legislative software and platforms.

Monitors legislative trends, policy changes, and community impacts, and provides summaries and recommendations to Council Members.

Maintains strict professionalism and serves as a representative of the Council Member at community meetings, civic events, and public functions.

Performs other related duties as assigned.

Knowledge, skills and abilities : Thorough knowledge of business English, spelling, grammar, punctuation, and professional writing standards. Extensive knowledge of municipal government structure, functions, programs, goals, and operational procedures. Strong understanding of applicable laws, rules, regulations, policies, and procedures governing City operations, with the ability to interpret and apply them accurately. Knowledge of standard office practices, records management, and administrative procedures. Knowledge of local government protocols, public meeting requirements (Sunshine Law), and legislative processes. Working knowledge of administrative analysis techniques, project coordination, and event planning principles. Proficient in modern office technology, including the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and cloud-based applications. Working knowledge of internal enterprise systems and the capabilities and limitations of data processing and information management systems.

Ability to establish and maintain effective working relationships with elected officials, executive leadership, department staff, community stakeholders, and the general public. Ability to engage with the public in a courteous and diplomatic manner, including managing challenging interactions with professionalism and confidentiality. Ability to analyze complex issues, evaluate alternatives, make sound recommendations, and implement solutions independently within established policies. Ability to prepare clear and comprehensive reports, correspondence, presentations, and briefing materials. Ability to interpret, apply, and explain City policies, administrative procedures, and legislative directives. Ability to exercise initiative, judgment, and discretion in handling confidential or sensitive information. Ability to adapt to changing priorities and demonstrate flexibility in a dynamic political and operational environment. Ability to organize work effectively, manage multiple tasks simultaneously, and meet strict deadlines. Ability to work evenings, weekends, or holidays as required to support City Council meetings, events, or special assignments. Ability to learn, navigate, and master the City's enterprise systems, databases, and legislative software. Ability to use modern technology to manage calendars, schedule events, track constituent concerns, and support City Council initiatives.

Advanced proficiency in the use of computers, office equipment, and digital platforms to create documents, spreadsheets, presentations, and visual communication materials. Strong research, analytical, and problem-solving skills, with the ability to gather, interpret, and present data accurately. Excellent verbal, written, and electronic communication skills, with the ability to tailor messaging to diverse audiences. Skilled in time management, organization, and multi-tasking in a fast-paced, deadline-driven environment. Strong interpersonal and relationship-building skills, exercising tact, diplomacy, and professionalism at all times. Skilled in event coordination, travel logistics, and meeting facilitation.

Education & Experience Requirements : Bachelor's degree from an accredited college or university in Public Administration, Business Administration, Political Science, Public Policy, or a closely related field; with a minimum of four (4) years of progressively responsible administrative or professional experience in a governmental agency, executive office, legislative body, or similar public-sector or policy-driven environment. An equivalent combination of education, training, and / or experience may be considered. Must possess and maintain a valid Florida driver's license and satisfactory driving history throughout employment.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Tasks are primarily performed in a standard office environment that requires prolonged periods of sitting, standing, and walking. Must have the ability to lift, carry, and move office supplies, files, and materials weighing up to 20 pounds. Frequent use of computer, telephone, and standard office equipment requiring hand-eye coordination and repetitive motion. Requires sufficient visual acuity to read printed materials and computer screens, and auditory ability to interact with the public, staff, and elected officials in person and over the phone. Must be able to remain focused and perform responsibilities in a fast-paced environment with frequent interruptions. Occasional attendance at off-site meetings, community events, or public functions is required, which may involve walking, standing for extended periods, and exposure to various indoor / outdoor conditions. Ability to travel locally as needed to attend meetings and events.