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Home My WebLink AboutR-99-17RESOLUTI( A RESOLUTION OF THE CITY, COUNTY, FLORIDA, ADOPTI~ FOR THE JOB OF EXECUTIVE INCLUSION OF SUCH POSITI£ OF SEBASTiAN STANDARD PROVIDING FOR REPEAL OF RESOLUTIONS IN CONFLICT FOR AN EFFECTIVE DATE. WHEREAS, the City Manager has deter Assistant. NOW THEREFORE, BE IT RESOL~ Indian River County, Florida, as follows: SECTION 1. The position description "A" is hereby adopted. SECTION 2, The City Clerk is hereby di }N NO. 99-17 9F. SEBASTIAN, iNDIAN RIVER [G A POSITION DESCRIPTION ASSISTANT; PROVIDING FOR ~N DESCRIPTION IN THE CITY OPERATING PROCEDURES; RESOLUTIONS OR PARTS OF HEREWITH; AND PROVIDING mined that the City has a need for an Executive rED by the City Council of the City of Sebastian, fi ~r Executive Assistant attached hereto as Exhibit -ected to supply a copy of the position description to the Mayor and members of City Council, City the Standard Operating Procedures for the City. this Resolution on said position description. SECTION 3. All Resolutions or parts repealed. SECTION 4. This Resolution shall take The foregoing Resolution was moved for The motion was seconded by Councilmember the vote was as follows: Ianager, and all department heads for inclusion in The City Clerk shall note the number and date of of Resolutions in conflict herewith are hereby effect immediately upon its adoption. / adoption by Councilmember T/?~.~ and, upon being put to a vote, Mayor Martha Wininger Vice Mayor Chuck Neuberger Councilmember Joe Barczyk Councilmember Ben A. Bishop Councilmember Edward J.Majcher, Jr. of The Mayor thereupon declared this Res ~~ , 1999. / ATTEST: / :- :- I~n l~)O"f-l~oran, CMC/~ ~ - Cit~l~k : A~r~d ~ Form and Content: Ridhard Stringer, City Attorney flution duly passed and adopted this ~ day CITY OF SEBASTIAN By: ~Martha Wininger, May0~r J( E~ Department: CITY MANAGER FLSA Status: Pay Grade 32e Date: 03/24/99 I ~ENE..RAL DESCRIPTION OF DUTIES Under general direction, the pu highly skilled administrative sup~ and Assistant to the City Manager. performs complex and advanced a considerable discretion due to work processed. Position is representation of the assigned e and external entities and agencie SPECIFIC DUTIES A~ ESSENTIAL FQ-NCTION$ Prepares correspondence from vari£ letters, reports, drafts. Reviews all documentation and coz of ensuring adherence to accepted grammar, punctuation, diction, ax Receives confidential files, pem checks and other documents nee( Assistant to the City Manager resp Takes and transcribes from dictati prepares/distributes agendas as r Maintains, schedules and update~ meetings, conferences, appointmeu Receives and logs all future Agen Prepares Agenda transmittals when City Council approved agenda ite~ DB DESCRIPTION Class Title: ecutive Assistant Resolution: R-99-17 Division: Union: EXEMPT Apl)roved: 03/24/99 /pose of the position is to pr'ovide ort to the City Manager, City Attorney The employee in this classificat_i.':~n. hninistrative support work requi, ri.r~g sensitive and confidential nature of responsible for the professiona. 1 ecutive officials to all departments Performs related work as directed. RESPONSIBILITIES us document sources, :[.. e., memoranda, respondence processed for the purpose business English standards concerning d format. iing litigation documents, contracts, ling City Manager, CJ_ty Attorney or onse, signature and /or' authorization. on, tape recordings; takes minutes and eeded. ~ executive calendar with regard to ts, and seminars. da items. necessary and follows through on all S. Creates itineraries; Coordinate~ supplies executive official requ meeting minutes. Reviews all documentation submi proper signatures before submissJ Receives, sorts, outgoing mail. screens, and Acts as liaison between executi% other departments and outside information as needed. Operates various office equipment copy machines, telephone systems Responds to a high volume of tel professionalism in responding t entities. The list of essential functions, represent the tasks performed w~ necessarily descriptive of any or of an essential function does nc duties not listed herein if such the position. ADDITIONAL FUNCTIONS Receives and forwards all purchas Purchasing/Contract Administrato~ Separates approved purchase roe distributes copies to the appropz Combines and files all purchase with back up information. Keeps a current Vendor/Bidders li Processes all Supplemental Agre( existing Agreements as approved by Assists the Contract Administra process. Solicits outside vendors for the requested. (Junior Buyer) Performs related duties as direct travel arrangements; Assem.bles and red documentation such as agendas <'~r' ted for accuracy, completeness, and on for executive official, signature. distributes incoming mail; prepares official, administrative off~icials, agencies, gathering and relaying , i.e., computer terminals, printers, facsimile machines. }hone calls; maintains discretion and and directing calls to approprio_Ii~e as outlined herein, is intended to thin this classification. It is not e position in the class. The omission ~t preclude management from assigning functions are a logical assignment to e requisitions and purchase orders to [uisitions and purchase orders, and late departments. requisitions to purchase orders along st. .~ments, Work Orders/Change Ord~:s to the City Manager and/or City Counci_],. hot/Purchasing Agent in the bidding procurement of goods and services as ed. 2 I:'~xecutivc Assistanl ~,!NIM~ TRAININ6 High school diploma; supplemente responsible experience and/or functions to include machine trans combination of education, trainin PERFOPaW~NCE Data Utilization: Requires the abi prioritize and/or analyze data am discretion in determining data cl analysis to established standards or probable interactive effects H%unan ~R,teraction: Requires the ak purpose of obtaining information within well established policies Equipmen~ Machinery. ToolsL an( ability to operate, maneuver and, machinery, tools, and/or mater functions. Verbal Aptitude: Requires the abil descriptive, and advisory data communications ability. M~th,ematical Aptitude: Requires subtraction, multiplication, and FunGtional ~asoning: Requires ab systems. Ability to interpret ins diagrammatic, or schedule form. judgment to adopt or modify method assigned objectives. Situational Reasonina: Requires decisiveness and creativity requi~ of information against measurable ADA eOM] Physical Ability: Tasks involve effort in sedentary to light wo carrying, pushing and/or pullin¢ weight (5-10 pounds). Tasks may keyboard or work station. Sensorv Requirements: Some ta discrimination. Tasks require o~ AND EXPERIENCE t by minimum (3) years progressi_vely training in administrative support cription and typing; or an equivalent g, and experience. APTITUDES lity to review, classify, categorize, d/or information. Includes exercising assification, and in referencing such for the purpose of recognizing actual nd relationships. ility to exchange information for the or clarifying details. Peuforms such procedures and standards. Materials U~iliz~ion: Requires the ~or control the actions of equipment, ials used in performing essential ity to utilize a variety of reference, and information. Reg~lJres written the ability to perfoum addition, division. ility to apply principals of rational tructions furnished in written, ore], Ability to exercise independent s and standards to meet variations in ~he ability to exercise the judgment, ed in situations involving evaluation or verifiable criteria. ~LIANCE the ability to exert ].light physical rk, which may involve some lifting, of objects and materials of light nvolve extended periods of time at a ~ks require visual perception al communications ability. arid E{xccutivc Assistant Environmental,, Factors: Tasks are r adverse environmental conditions wetness, humidity, rain, fumes machinery, vibrations, elect animals/wildlife, toxic/poisono~ pathogenic substances. The City of Sebastian is an Equal Oppc the Americans with Disabilities Act, reasonable accommodations to qualifi( encourages both prospective and cur accommodations. Effective Date: 03/29/99 Resolution Number: R-99-17 4 egularly performed without exposure to such as dirt, dust, pollen, odors, temperature and noise extremes, tic currents, traffic hazards, agents, violence, disease, or rtunity Employer. In compt,ialnce with the City of Sebastian will provide ~d individuals with disabilities and rent employees to discuss potential. Revision History: Executive Assistant