Overview

Executive Assistant – Building Department Jobs in Naples, FL at City of Naples

PURPOSE OF CLASSIFICATION
The purpose of this classification is to perform highly responsible administrative support duties and public contact work for the Building Department. Employee in this classification is responsible for managing administrative affairs within the Building Department.

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.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Assists the Deputy Building Official to develop and oversee employee work schedules to ensure adequate coverage;  schedules outside/private staff as needed; compiles and reviews employee timesheets.

Assists with employee concerns and problems in the department; official disciplinary action paperwork; and employee performance appraisals as directed; acts as a liaison between employees and management; and trains staff in operations, policies, and procedures.

Verifies financial reports to finance; adjustments and refunds with contractors in CityView; processing of invoices, purchase orders and payments.

Orders department uniforms; maintains the professional memberships with BOAF, FFMA and ASFPM; licensing renewals; and work orders for Building Department.

Provides a high level of professionalism in dealing with citizens, elected officials, and other private and public agencies and employees: responds to questions and requests; directs to the appropriate department/individual as needed; and notarizes documents.

Prepares, designs, and coordinates production of various presentation materials for City Council (budget presentation and others as needed); designs various media for Building Department initiatives, i.e., banners, posters, fliers, shirts, newsletters, forms, brochures and website.

Prepares a variety of correspondence for official signatures: converts handwritten, dictated and/or typed documents into advanced word processing, spreadsheet, database, and/or presentation materials; edits scanned files, as needed; and responds to written correspondence.

Provides graphic annotation to maps, text, graphs, photos, and various other print media.

Plans, coordinates and participates in various City functions and events, including seminars, meetings, luncheons, volunteer events, contests.

Assists with preparation of various budgets and produces various financial and budget reports.

Assists Building Director with various special projects as directed.

Provides/assists with a variety of routine administrative support duties: receives, sorts, processes, and distributes department mail; prepares parcels and packages for mailing, as needed; answers telephones…

Title: Executive Assistant – Building Department

Company: City of Naples

Location: Naples, FL

Category:

 

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