Executive Assistant

Salary : $42,536.00 - $68,016.00 Annually
Location : Punta Gorda, FL
Job Type: Full-Time
Job Number: 05850
Department: Fire Department
Opening Date: 05/06/2025

Description

POSITION SUMMARY:
A skilled administrative assistant position responsible for providing secretarial support to a senior executive or administrator. This position is characterized by responsibility for a variety of administrative activities to be met with minimal supervision.
Example Of Duties

ESSENTIAL FUNCTIONS AND DUTIES include the following. Other duties may be assigned as dictated by operational necessity.

• Word processing, including composition and editing of effective and accurate correspondence, directives and bulletins.

• Update status and project reports for the Department and/or City Manager.

• Maintain and reconcile petty cash for the Department.

• Proof payroll, run Edit Sheets, and submit to Finance Department, including a record of overtime.

• Maintain/oversees the maintenance of filing system for the Department in conjunction with Records Retention.

• Process requisitions and field purchase orders for the Department.

• Reconcile various expenditure receipts.

• Performs a wide variety of complex and confidential secretarial tasks for an administrator.

• Schedules and coordinates appointment calendars for one or more administrators.

• Coordinates the flow of paperwork including periodic and special reports between departmental headquarters and various divisions.

• Makes arrangements for meetings and ensures that proceedings are properly recorded.

• Operates a variety of office equipment incidental to clerical and secretarial duties.

• Talks with citizens making complaints or requesting service in person or by telephone, forwarding information to appropriate personnel for resolution of problems.

• Reviews incoming correspondence, drafting responses on matters for which authority has been delegated.

• Makes travel arrangements.

• Maintains, files, and tracks state and federal license renewals.

• Performs monthly uploads of fire reports through NFIRS.

• Places orders for medical supplies and controlled substances.
Typical Qualifications

MINIMUM QUALIFICATIONS: To perform this job successfully, an individual must be able to carry out each essential duty or responsibility satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities; education and/or experience; and, certificates or licenses required in order to fill the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. In lieu of certain requirements listed below, Employee may accrue or acquire certain specified time in service, specialized skills, and/or certifications, thereby qualifying for this position through the City's career progression policy.

KNOWLEDGE / SKILLS / ABILITIES:

• Knowledge of how to correctly format and organize correspondence, reports, and written directives.

• Knowledge of modern office practices, procedures, and equipment.

• Knowledge of the City's organization.

• Skill in operating a typewriter, personal computer, word processor, and other common office machines.

• Able to compose correspondence from fragmentary instructions.

• Able to work cooperatively with other City employees and the public.

• Able to communicate orally, in the English language, with employees and the public in face-to-face one-on-one settings, in group settings, or using a telephone.

• Able to comprehend and make inferences from written material.

• Able to learn job-related material primarily through oral instruction and observation. This learning takes place mainly in an on-the-job training setting.

• Able to enter data or information into a terminal, PC or other keyboard device.

• Able to sort, separate, arrange, file or distribute incoming mail, products or material in prescribed manner.

• Able to produce written documents with clearly organized thought using proper sentence construction, punctuation, and grammar.

EDUCATION, EXPERIENCE, LICENSES AND CERTIFICATIONS:

• Graduation from high school, or a GED from a properly accredited institution of learning. Associates degree in office sciences or related field highly desired but not required.

• Two (2) years clerical experience in a reasonably fast-paced office environment.

• Any combination of education and experience which provides the requisite mental and communication skills.

• Notary Public or the ability to acquire a Notary Public's certification required.

• Must possess a valid Florida driver's license.
SUPERVISORY RESPONSIBILITIES:

• None
Supplemental Information
Essential Physical Abilities:

Code: Constant = 2/3 or more of the time

Frequent = from 1/3 to 2/3 of the time

Occasional = up to 1/3 of the time

N/A = Not applicable

Physical Skills

Constant

Frequent

Occasional

N/A

Heavy lifting (45 lbs. and over)
X

Moderate lifting (15 to 44 lbs)
X
Light lifting (under 15 lbs)
X
Heavy carrying (45 lbs and over)
X
Moderate carrying (14 to 44 lbs)
X
Light carrying (under 15 lbs)
X
Reaching above shoulder
X
Use of fingers

X
Both hands required

X
Climbing (use of legs and arms)
X

Climbing (legs only)
X

Good near vision

X
Good distant vision

X
Both eyes required

X
Depth perception
X
Distinguishing basic colors

X
Distinguishing shades of colors

X
Good hearing (with or without hearing aid)

X
Straight pulling
X

Pulling hand over hand
X

Pushing
X

Walking
X
Standing
X
Crawling
X

Kneeling
X
Bending
X
Balancing
X

Stooping
X
Jumping
X

Running
X

Throwing
X

Driving & operating (heavy equip., trucks, etc.)
X
Environmental Conditions:

Code: Constant = 2/3 or more of the time

Frequent = from 1/3 to 2/3 of the time

Occasional = up to 1/3 of the time

N/A = Not applicable

Environment

Constant

Frequent

Occasional

N/A

Work Inside

X
Work Outside
X
In the Heat
X
In the Cold
X
In High Humidity
X

In Dampness or Chilliness
X

In Dry Conditions
X
In or with Noisy Conditions
X
In Darkness
X

In or with Dusty Conditions
X

With Silica, Asbestos, etc.
X

With Fumes or Gases
X

With Smoke or Flames
X

With Chemicals
X
With Solvents
X

With Grease or Oils
X

With Radiant Energy
X

With Electrical Energy
X

On Slippery Surfaces
X

On Uneven Surfaces
X

In or With Moving Objects
X

In or With Ladders/Scaffolding
X

At Heights above Ground Level
X

Below Ground Level
X

In Water
X

With Explosives
X

With Poor Ventilation
X
With Odors
X

With Unusual Fatigue Factors
X
Disclaimers:
All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Individuals who cannot perform some of the requirements because they pose health or safety risks to themselves or other employees may be excluded from this position.
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by this supervisor.
Requirements are representative of minimum levels of knowledge, skills and/or abilities or aptitudes to perform each duty proficiently.
This document does not create an employment contract, implied or otherwise.
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.
It is the policy of the City of Punta Gorda to recognize and fulfill its commitment to the community in the area of Equal Employment Opportunity. The City will not knowingly permit discrimination in hiring, promotion, or other conditions of employment with regard to race, color, religion, sex, age, or national origin.
Disclaimer: The information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, environmental conditions, or qualifications required of employees assigned to this job.

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