Description

Position Scope:
This class is distinguished from other administrative support positions by the assignment of the full range of duties assigned and responsibility for one or more major division, department, and/or City program(s) and the ability to supervise others as well as direct support of the department head and department senior management staff.

Illustrative Examples of Essential Duties

This is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent may be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

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  Types documents, correspondence, memoranda, contracts, and other papers from handwritten notes, dictation, verbal instruction, or transcription utilizing word processing equipment, desktop publishing, and spreadsheet software as appropriate. Reviews documents for accuracy, completion and conformance to established procedures. Prioritizes, channels and facilitates communication from Commission and Department Heads through the City Manager's office. Attends staff meetings; prepares and distributes notes on meetings as required; performs pre and follow-up work as appropriate to include scheduling and logistics.
• Greets and screens visitors and callers, making referrals to appropriate personnel or personally resolving the matter. Provides basic and specific information to telephone and in-person inquiries. Answers the telephone, waits on the general public, provides information related to department and/or city policies and procedures, makes appointments and announces callers.
• Assists in assembling and preparing data, photographs, charts, maps and other related materials as required by the City Manager. Assists the City Manager on matters such administrative support matters as organization procedures and the general administration of the City Manager's office.
• Composes correspondence and memoranda independently. Initiates and maintain a variety of files and records. Briefs City Manager on current activities in the office and the City. Researches, compiles, and analyzes data for special projects and various reports as directed.
• Prioritizes, distributes and processes incoming and outgoing mail for the City Manager. Coordinates travel arrangements for the City Manager. Maintains appointment schedule and makes commitments for the City Manager. Notifies staff of directives of the City Manager and maintains appropriate files.
• Works in conjunction with and may support the Office of the City Attorney as necessary. Types, proofreads and processes a variety of documents including general correspondence, forms, memos, statistical charts and specialized documents from drafts, notes, verbal instruction or dictated tapes using a word processing or computer equipment. Reviews documents for accuracy, completion and conformance to established procedures.
• Utilizes personal computers and computer software to perform word processing and spreadsheet functions; prepares and maintains computerized reports. Sorts and files documents and records, maintaining alphabetical, index, and cross-reference files; assists department with photocopying, assembling materials, and simple clerical work when assigned.
• Orders department supplies. Builds and maintains positive working relationships with co-workers, other employees, and the public using principles of good customer service; promotes and represents the City to the public in a friendly, helpful, and professional manner.
• Identifies and/or recommends cost control measures in the delivery of all services and functions in his/her department and under his/her area of responsibility.
• Performs related duties as assigned.

Knowledge, Skills and Abilities

• Comprehensive knowledge of office practices and procedures including filing and basic record keeping.
• Good knowledge of the operation of standard office equipment including work processing and computer equipment.
• Good knowledge of English usage, spelling, grammar and punctuation.
• Good knowledge of business letter writing and typing formats.
• Good knowledge of basic mathematics.
• Ability to read and interpret documents such as operating equipment instructions, ordinances, and resolutions.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of residents or employees of organization.
• Ability to interact with public, employees and City officials effectively in a professional, courteous and diplomatic manner.
• Ability to be a team player.
• Ability to follow instructions/directions.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to establish and maintain effective working relationships with those contacted in the course of work.
• Ability to organize and maintain accurate records and files.
• Ability to learn the operation, policy and procedures of the City and the assigned department or office.

Minimum Requirements

Education and Experience:

• Associate’s degree in Public Administration or related field supplemented by three (3) years related experience in support of a senior manager, preferably in a municipality; or any acceptable related combination of training and experience.
• Bachelor’s degree preferred.

• 
  Florida Notary certification preferred.
• Office technology certificate preferred.

Computer Skills:

• Extensive knowledge of computers and proficiency in Microsoft Office Word, Outlook, Excel, and Power Point applications.
• Some knowledge of Microsoft Publisher and Access desirable.

Physical Requirements & Working Conditions:

The essential job functions of this position will require the employee to perform the following physical activities. Employee accommodations for physical or mental disabilities will be considered on a case-by-case basis:

On a continuous basis, sit at desk and/or stand for long periods of time. Frequently required to walk. Frequently required to see, hear and talk with employees and the public. Frequently required to read and/or present documents, write or use keyboard to communicate through written means. On occasion required to climb or balance, stoop, kneel, crouch, taste, or smell. Intermittently twist and reach office equipment; on occasion lift or carry weight up to 30 pounds. Specific vision requirements include close vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Additional Information:

• There is a one-year probationary period.
• It is the responsibility of the incumbent to maintain their licenses and/or certifications as a job requirement.

Health Insurance

The City has a three tiered stipend plan to help offset the cost of employee health insurance coverage. The three tiers are as follows:

If the dollar amount of the coverage selected is less than the amount allowed, the employee receives the difference, prorated semi-monthly, Likewise if the dollar amount of the insurance coverage selected exceeds the allowed amount, the employee pays the difference, pro-rated semi-monthly, The City will deduct all applicable taxes.

Currently the City offers two health insurance plans through Cigna as follows:

Dental and Vision Insurance

The City pays 100% of the cost for employee coverage for dental DHMO plan and the vision plan and 50% of the cost for dependent coverage for dental DHMO plan and the vision plan. Dental and vision insurance are mandatory for employees.

The City offers a DHMO dental plan through Cigna. A PPO Dental plan is available as an upgraded option. The City offers a PPO vision plan through EyeMed.

Life Insurance

The City provides group term life insurance coverage for employees as follows:

• General Employees – One times the amount of employee's annual salary or $25,000, whichever is greater.

• Department Heads - Two times the amount of employee's annual salary.

Long Term Disability

The City provides each employee with long term disability insurance and accidental death and dismemberment insurance at no cost.

Workers Compensation

The City may provide full salary to employees injured on the job for a period of up to 13 weeks, (in lieu of the 2/3 salary offered by the state). Thereafter, employees must seek supplemental pay through the City provided Long-Term Disability Plan.

Cafeteria Plan

The City offers employees optional pre-tax insurance plans (Section 125) through AFLAC. Plans include cancer insurance, short-term disability insurance, and more. Also offered is a Flexible Spending Account, which can be used to put money aside, pre-tax, for planned medical/dental expenses, and for childcare expenses.

Retirement

Employees are automatically enrolled in one of two retirement plans, depending upon hire date and position. The plans are as follows:

• Florida Retirement System ("FRS"): Under this plan, employees and the City make a contribution to the retirement plan in an amount specified according to the employee's classification. The current contribution rates are as follows:

Class

Employee Contribution

Rate

City Contribution

Rate

Total Contribution Rate

Regular Class:

3.00%

11.91%

14.91%

Special Risk Class:

3.00%

27.83%

30.83%

Senior Management Class:

3.00%

31.57%

34.57%

Employees have the option of choosing the Pension Plan or the Investment Plan.

Under the Pension Plan, employees enrolled in the FRS prior to July 1, 2011, need to have 6 years of service to be vested. Employees enrolled in the FRS on or after July 1, 2011, must have 8 years of service to be vested.

Under the Investment Plan, employees need to have 1 year of service to be vested.

ICMA-RC (now MissionSquare Retirement):
General Employees: All eligible employees hired before November 2002 were enrolled in the ICMA Plan. This plan is not open to newly hired employees. Under this plan, the City contributes 11% and the employee 4% to a retirement investment plan. Employees are fully vested after 3 years.

Senior Management Employees: All eligible employees hired before November 2002 were enrolled in the ICMA Plan. This plan is only open to certain positions which are not designated and/or classified under FRS. Under this plan, the City contributes 11% and the employee 6% to a retirement investment plan. Employees are fully vested after 3 years.

An optional Section 457 tax deferred savings program is available to employees who wish to supplement future retirement income. The plan allows employees to put aside a portion of their earnings pre-tax each pay period, through payroll deduction, into an account for their retirement and reduce the amount of earnings that is currently taxable.

Sick Leave

Employee earn twelve (12) sick days per calendar year on a prorated basis (1.846 per week).

Vacation Leave

Employees earn vacation leave on a pro-rated basis as follows:

• General Employees: 10 days per year (1.539 hours per week).
• Department Heads – Fifteen (15) days per year (2.308 hours per week)

Vacation accruals are increased incrementally thereafter, as per City policy.

Holidays

Employees are compensated for ten (11) Federal holidays per year. These include: New Year's Day, Martin Luther King's Birthday, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veteran's Day, Thanksgiving Day, Day after Thanksgiving, and Christmas Day.

Floating Holidays

Employees earn floating holidays as follows :

• General Employees - Two (2) days per calendar year
• Department Heads/Managers - Seven (7) days per calendar year

Floating Holidays are pro-rated dependent upon hire date.


Direct Deposit

The City offers direct deposit of your payroll check into your personal account(s) at the financial institution(s) of your choice.

Credit Union

The City offers memberships in three credit unions: Space Coast Credit Union, Dade County Federal Credit Union and Peoples Credit Union.