Department/Location: City Administration Division

FLSA Status: Non-Exempt

Bargaining Unit: None

Classification: Non-essential

Schedule: This position normally works a regular weekday daytime shift

Supervision Exercised: None

Supervision Received: Reports to the City Administrator, Chief Operating Officer, , City Clerk and Policy, Planning and Procedures Administrator

General Purpose of the Position: The purpose of this position is to provide advanced, highly detailed and responsible office and project management assistance for the City of Bradenton City Administration Division. []{#_Hlk164149099} The main function of the City Administration Division is to oversee the day-to-day operations of the City ensuring the citizens receive high-quality services. The City Administration Division manages the Fire Department, Administrative Services, Planning and Community Development, Public Works and Utilities, Finance, City Clerk, and Information Technology Departments. The City Administration Division operates under the direction of the Mayor and City Council.

Nature of Work: This is a professional, responsible position handling office administration for the Office of the City Administration Division.

• Work will include management of department documents, contracts and files; assistance with budget activities; consolidation and dissemination of financial reporting; broad-based research; professional writing including policies and procedures; and some grant administration/reporting.
• Work is performed within established rules, regulations and policies.
• Work will also include general office operations including screening calls, office visitors and mail; arranging conferences and meetings; answering or transferring requests for information and performing other important public relations activities. With increased experience an employee in this class will assist in resolving complex and unusual administrative situations in addition to the foregoing.
• Work is carried out with considerable latitude, requiring independent judgment and initiative within the framework of the citys Code of Ordinances and departmental policies and procedures. Work is reviewed through conferences, observation, analysis of written work and evaluation of results achieved.

Illustrative Examples of Work:

Provide varied administrative support services; research and/or prepare drafts and accurate final copies of correspondence, reports, documents and memoranda.

Perform project-based research and analysis. Ensure that department contracts, leases, agreements are logically maintained and terms are being complied with.

Receive and assist visitors or employees in the Office of the City Administration Division. Maintain files and correspondence for the department, , invoices and requisitions for the department, maintain adequate supplies for the department.

Receive, screen and assist callers; notify personnel of meetings, appointments, specific duties or occurrences; make arrangements for conferences and meetings; participate in preparing meeting agendas; make appointments for the immediate administrative staff; proofread reports, forms and other typed matter for accuracy; correct grammatical usage and appearance; may make travel arrangements as required.

Take and transcribe accurate minutes of the City Council and departmental meetings, and draft general reports of proceedings.

Coordinate and/or carry out projects in whole or in part from concept to completion, using problem-solving and research and evaluation skills to resolve issues independently.

Oversee and participate in the preparation of detailed reports, policies, summaries and presentations including the city-wide budget, administrative policy manual, standard operating procedures manual, etc.; ensure that necessary follow-up work is completed within specified time-frames. Presentation of reports, analy is and publications in support of the City Administration Division may be required on occasion.

Assist citizens in determining what governmental agency they should speak with in the event their needs for services do not fall within the purview of the City Administration Division.

Tactfully respond to citizens complaints and troubleshoot solutions with assistance of the appropriate City department and/or Legislative personnel.

Conduct research utilizing all available resources, including social media, for relevant, meaningful departmental training, programs and/or department growth and advancement opportunities.

Become a Notary Public and be available to witness, attest or certify various documents as requested.

Assist the City Council and City Clerk with functions (i.e. agendas, minutes, etc.)