Aide to Mayor & Commission

This is responsible administrative support work performed relative to the needs of the Mayor and City Commission as necessary to maintain and execute daily operations and activities. Performs complex and diverse clerical and related activities such as completing special projects and assignments; preparing and processing Commission conference agendas; coordinating board and commission appointments; taking and transcribing dictation; communicating with mayor and commission constituents, etc.  Position reports to the Mayor and Commission Supervisor.

• Performs a variety of responsible administrative duties relative to the needs of the Mayor and City Commission, including; taking and transcribing dictation; filing, copying, making travel arrangements, scheduling appointments and meetings, answering and screening telephone calls using a multiple line telephone system, sorting and screening incoming/outgoing mail.
• Performs numerous special projects, assignments and programs for commission members and the department including various grand openings and dedications, etc.
• Coordinates Board and Commission member appointments, which includes preparing and processing appointment and termination letters; updating and distributing member manuals to Mayor, City commission, City Manager, City Attorney, City Clerk and all related department staff.
• Prepares and processes various reports and records including commission conference agendas, proclamations, letters, attendance reports, requisitions where knowledge of format and presentation is necessary.  Prepares correspondence for mayor and commission independently.
• Coordinates conference travel arrangements for the mayor and all city commission members.
• Collects information from a variety of sources and compiles data for special and periodic reports.
• Develops, organizes, and conducts specialized research and other programs as designated by the mayor and commission members.
• Operates standard office equipment and machinery including a computer, printer, copier, fax machine, typewriter, adding machine, etc.
• Interacts and communicates with several individuals and groups in the performance of daily and special activities, including legislative aides, residents, mayor, city commission members, department directors, vendors, etc.
• Processes invoices for payment, inputs budget and prepares budget transfers in Munis system.
• Performs other related duties as required.

Associates degree in Public/Business Administration or a related field and one (1) to three (3) years of administrative/secretarial experience, or any equivalent combination of training and experience which provides the required skills, knowledge and abilities. 

KNOWLEDGE/SKILLS/ABILITIES

Thorough knowledge of standard office practices and procedures.

Thorough knowledge of business English, spelling and arithmetic.  

Ability to interpret and apply policies and procedures.   Ability to set up complex forms and statistical tables. 

Ability to establish and maintain effective working relationships with other employees, City officials and the general public.   Ability to work independently in the absence of specific instruction; and to understand and follow written and verbal instructions.  Ability to communicate effectively both verbally and in writing, using excellent English.

Must be able to speak and signal to people in order to convey or exchange information.  Must be able to see, adjust visual focus, including close range and differentiate colors and shades of color.  Must be able to ambulate or otherwise move in a safe manner.  Must be able to exert up to ten pounds of force occasionally, and/or a negligible amount of force constantly to move objects.

PHYSICAL REQUIREMENTS

Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through personal contact, the use of the telephone and/or other City-issued technology devices. Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach and twist under desks and around furniture; to lift, carry, push, and/or pull moderate to heavy amounts of weight up to 20 lbs.; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Salary : $18 - $21