Executive Office Associate I

Administrative Assistant

Advanced responsible administrative and clerical work, carrying out a wide variety of activities as assistant in the Office of the City Manager.

Illustrative examples of essential duties include :

• Acts as assistant to Executive Staff / City Managers Office producing correspondence, reports, scheduling and managing an active calendar, replies to various requests for information, preparing minutes, and / or screening calls to determine appropriate person to respond to caller
• Collects and processes data, conducts analysis and prepares statistical reports
• Reviews and processes financial documents including accounts payable, purchase orders, invoices and other expenditures
• Provides support for City Commission Meetings and Commission Committee Meetings including the preparation of agendas, supporting documents and materials, as well as scheduling meetings and briefings
• Screens visitors, telephone calls and mail
• Gives information to the public or directs requests to appropriate department
• Investigates and responds to constituent inquiries and complaints
• Arranges meetings and conferences
• Composes and types letters and memoranda in conformance with City policies independently from brief instructions
• Sets up and maintains filing systems and office procedures
• Operates standard office equipment
• Maintains confidential personnel and related files
• Provides assistance to the Office of the City Manager
• Supervises and trains subordinate clerical personnel
• Performs related work as required

Minimum requirements include :

Physical requirements include :

For all positions :

For all technical, professional, supervisory and managerial positions :

Applicants must detail any related work experience on the application or risk disqualification. It is the applicant's responsibility to update their NEOGOV profile with work experience, education, certifications and personal contact information when submitting each application, failure to do so will result in ineligibility. City of Miami Beach employees must reflect their current position and detail their work experience on the application to avoid being disqualified. Veterans Preference is awarded in accordance with Florida State Statute 295.07. If veteran's preference is being claimed, it must be indicated on the application form and proper documentation, including all forms DD-214 (either Member 2 or Member 4), as well as the final Department of Defense Disability Letter (dated within one year) must be submitted with the application.