Executive Assistant

A highly skilled administrative assistant position responsible for providing skilled secretarial support to a senior executive or administrator. This position provides professional and comprehensive administrative assistance to the Public Works Department. This position requires strong organizational skills, sound judgment, and the ability to work independently while handling a wide range of administrative functions with accuracy, confidentiality, and minimal supervision.

Essential FUNCTIONS AND DUTIESinclude the following. Other duties may be assigned as dictated by operational necessity.

• Serve as the primary point of contact, managing communications, scheduling, and correspondence with professionalism and discretion.
• Coordinate complex calendar management, including scheduling meetings, conferences, and travel arrangements.
• Prepare, proofread, and edit reports, presentations, and other documents with a high level of accuracy and attention to detail.
• Assist with Payroll data entry.
• Assist with department budget activities.
• Assist with and oversee department procurement processes.
• Process and respond to public records requests.
• Tracks departmental initiatives, ensuring timely follow-up and completion.
• Maintain confidentiality of sensitive information and handle confidential materials appropriately.
• Serve as a liaison between department supervisors, internal teams, and external stakeholders.
• Monitor and manage office operations, supplies, and resources to support smooth functioning.
• Perform other administrative duties as assigned as dictated by operational necessity and to ensure the efficiency of the executive's office.

Minimum Qualifications: To perform this job successfully, an individual must be able to carry out each essential duty or responsibility satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities; education and/or experience; and, certificates or licenses required in order to fill the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. In lieu of certain requirements listed below, Employee may accrue or acquire certain specified time in service, specialized skills, and/or certifications, thereby qualifying for this position through the City's career progression policy.

• Proven experience providing executive-level administrative support in a fast-paced, professional environment.
• Exceptional organizational, time-management, and multitasking skills.
• Proficient in Microsoft Office Suite and other relevant software and communication tools.
• Strong written and verbal communication skills.
• Ability to exercise sound judgment, discretion, and confidentiality.
• Demonstrated ability to work independently with minimal supervision.

KNOWLEDGE / SKILLS / ABILITIES:

• Knowledge of proper formatting and organization of correspondence, reports, and written directives.
• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of the organizational structure and operations of the City (or relevant agency/organization).
• Skill in operating office equipment, including mobile devices, multiline phones, personal computers, and other standard office machines.

• Skill in composing clear and professional correspondence based on fragmentary or general instructions.

• Skill in communicating effectively in English, both orally and in writing, with individuals and groups, in person and via telephone.

• Skill in using correct grammar, punctuation, and sentence structure in all written communications.
• Skill in entering and managing data accurately using a computer or other keyboard device.
• Ability to work independently, exercising sound judgment in implementing supervisory directives and organizational policies.
• Ability to interpret and make decisions in accordance with applicable laws, regulations, and established procedures.
• Ability to maintain confidentiality and professionalism in handling sensitive matters.
• Ability to learn job-related material through oral instruction and on-the-job training.
• Ability to comprehend and conclude written materials.
• Ability to collaborate effectively with other City employees, departments, and the public.
• Ability to sort, file, distribute, and organize incoming materials such as mail and documentation in accordance with established procedures.
• Ability to prepare polished written documents with clearly organized thoughts and professional formatting.

EDUCATION, EXPERIENCE, LICENSES, AND CERTIFICATIONS:

• Graduation from high school, or a GED from a properly accredited institution of learning. Associates degree in office sciences or related field highly desired but not required.
• Four (4) years clerical experience in a reasonably fast-paced office environment.
• Any combination of education and experience that provides the requisite mental and communication skills.
• Notary Public or the ability to acquire a Notary Public's certification is required.

Supervisory Responsibilities:

• None

Disclaimers:
All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Individuals who cannot perform some of the requirements because they pose health or safety risks to themselves or other employees may be excluded from this position.
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by this supervisor.
Requirements are representative of minimum levels of knowledge, skills and/or abilities or aptitudes to perform each duty proficiently.
This document does not create an employment contract, implied or otherwise.
EMERGENCY RESPONSE STATEMENT:
Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event. All employees may be subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.
It is the policy of the City of Punta Gorda to recognize and fulfill its commitment to the community in the area of Equal Employment Opportunity. The City will not knowingly permit discrimination in hiring, promotion, or other conditions of employment with regard to race, color, religion, sex, age, or national origin.
Disclaimer: The information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, environmental conditions, or qualifications required of employees assigned to this job.