Executive Assistant

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Make a difference in the community you live in! As a Community Builder—an employee with the City of Gainesville— you will have a direct hand in building and improving your community and making a visible impact on the lives of your neighbors. Working for local government is more than a job, it’s a chance to contribute to community success and to help enhance the Gainesville way of life.

Department

GG_Risk Management: Workers Compensation and Safety

Salary Range Minimum

$25.00

Salary Range Maximum

$40.41

Closing Date

10/08/2026

Job Details

This is advanced, diversified,  mostly non-recurring and complex administrative and staff work of a confidential or sensitive nature in direct support of a City Commissioner or Charter Officer. Duties require the ability to engage in independent action through the application of problem solving, decision making, dependability, initiative, and specialized knowledge of the terminology, procedures, and practices for their functional area.  Positions allocated to this classification may assign and review  the work of staff members to ensure the efficient and effective operation of the functional area.  Duties require a high level of competence and independent exercise of discretion and judgment with respect to matters of significance. This position is highly visible and impacts the public's perception of City functions.Positions allocated to this classification report to a Charter Officer. Work is performed under limited supervision and may be reviewed upon completion. Work in this class is distinguished from higher classifications by its lack of managerial responsibility and from lower classifications by its coordination of administrative activities, latitude for discretion and decision making, interaction with high level internal and external personnel, supervisory responsibility and work of a confidential and sensitive nature.

Job Description

SUMMARY

This is advanced, diversified,  mostly non-recurring and complex administrative and staff work of a confidential or sensitive nature in direct support of a City Commissioner or Charter Officer.  Duties require the ability to engage in independent action through the application of problem solving, decision making, dependability, initiative, and specialized knowledge of the terminology, procedures, and practices for their functional area.   Positions allocated to this classification may assign and review  the work of staff members to ensure the efficient and effective operation of the functional area.  Duties require a high level of competence and independent exercise of discretion and judgment with respect to matters of significance.  This position is highly visible and impacts the public’s perception of City functions.

Positions allocated to this classification report to a Charter Officer.  Work is performed under limited supervision and may be reviewed upon completion.  Work in this class is distinguished from higher classifications by its lack of managerial responsibility and from lower classifications by its coordination of administrative activities, latitude for discretion and decision making, interaction with high level internal and external personnel, supervisory responsibility and work of a confidential and sensitive nature.

EXAMPLES OF WORK**

**This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position.  The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job.  Performance of lower level duties may be required.

ESSENTIAL JOB FUNCTIONS

Depending on area of assignment:

Performs complex administrative work in support of the Commissioner’s or Charter officer’s core functions and processes.

Coordinates administrative activities and flow of correspondence through the office.

Coordinates submission of agenda items to the City Commission.  Drafts and prepares agenda items for Commission approval.

Serves as staff liaison to special committees and boards and represents the City Commissioners or Charter Officer by attending meetings or serving on assigned committees.

Assists City Commissioners and Charter Officers directly in responding to citizen inquiries and providing information; tracks issues and resolutions and provides consultation and assistance regarding specific matters within area of expertise.

Assists with drafting, modifying, and interpreting operational and personnel policies, guidelines and administrative procedures applicable to department staff.

Proofs, drafts and distributes complex documents.  Prepares and makes presentations.

Researches, reviews, gathers, compiles and maintains detailed and specialized information for complex standard and ad-hoc reports and department work processes.

Provides administrative oversight with the design, implementation and administration of department programs; prepares documentation and materials and prepares program assessments.

Administers department purchase orders and VISA purchases and prepares department bills for processing; requests information or supporting documentation from appropriate staff.  Reconciles accounts and prepares cost analysis.

Processes registrations, collects and deposits fees, and performs final reconciliation for the Florida Audit Forum. Tracks and reports fiscal year audit hours.

Assists with the preparation, coordination and administration of department budget.  Analyzes and reconciles budget accounts and prepares expenditure and cost projection reports.

Works directly with City Commissioners or Charter Officer to facilitate completion of respective assignments and objectives.

Supervises, plans, organizes, evaluates and directs the work of support staff; sets work goals, objectives, and priorities.  Assists with interviewing and selection of support staff.

Schedules, coordinates and maintains assigned calendars.  Makes travel arrangements and prepares itineraries.

Receives and screens visitors and telephone calls that require the use of judgment, tact, and diplomacy.

Attends work on continuous and regular basis.

NON-ESSENTIAL JOB FUNCTIONS

Depending on area of assignment:

May provide back up support and assistance to other administrative staff.

May perform routine administrative duties, as necessary, to maintain office efficiency.

Performs other related duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily.  Below are the required education, experience, knowledge, skills and abilities to perform the essential functions.

EDUCATION AND EXPERIENCE

An Associate degree from an accredited college or equivalent vocational/technical training and three (3) years’ experience in public or business administration or related field and one (1) year of government administrative experience, or an equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate may substitute for an Associate degree.

An additional two (2) years of experience in public, business or government administration or related field may substitute for an Associate degree.

Must type at a minimum speed of 35 correct words per minute or at a higher speed, as set by the department.

CERTIFICATIONS OR LICENSES

Licenses

If courier duties are required, a valid Florida Driver license with a safe driving record is required.

Certifications

A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate may be required, depending on the needs of the department.