Job Description
Salary : $32,760.00 Annually
Location : Panama City, FL
Job Type: Full- Time
Job Number: 20230101
Department: City Manager
Opening Date: 07/31/2024
Salary: Salary/Hourly wages may be adjusted based upon experience within Step Plan Parameters.
MAJOR FUNCTIONS MAJOR FUNCTIONS This is a professional level administrative position within the City Manager's Office (CMO). Administrative duties relating to a variety of interactions and providing services are key component of this position including providing general administrative support for the CMO team. This position works with data and interpersonal relationships requiring a high level of professionalism, confidentiality, ethics and trust. Assisting in the overall organization, support and administrative functions within the team are required. This position functions under the general leadership of the City Manager.
ESSENTIAL DUTIES To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.
- Provides primary and first contact for visitors within the City Manager's Office.
- Compiles necessary supporting documentation for public workshops and Commission meetings in an organized and presentable fashion.
- Answering multi-line phone system for the CMO team.
- Directing visitors to the appropriate team members or offices.
- Coordinates the completion of various forms and obtaining signatures as necessary.
- Assists in the preparation and gathering of data to respond to Public Records Requests.
- Provides strong proofreading skills for the CMO team.
- Responsible for organizing and setting up for meetings including booking rooms, verifying technology needs, obtaining catering/refreshments, etc.
- Processes and verifies accuracy of check requests upon receipt of invoices and allocates City Manager's Office credit card transactions.
- Provides administrative and hospitality support for the CMO team including filing, copying, scanning, ordering supplies, maintaining stock of office related items, and processing various documents.
- Assists in departmental projects and provides administrative support in functional areas.
- Processes emails, written and telephone messages in a professional, courteous and efficient manner.
- Sorts mail for the CMO and distributes as necessary.
- Assist in the composition of communication and maintains records relating to communication.
- Maintains schedules and coordinates meetings including usage of community conference rooms.
- Schedules meetings for various team members and functions.
- Performs notary services for the City.
- Performs other duties as required.
KNOWLEDGE, SKILLS AND ABILITIES - Strong desire to assist others to achieve their needs in a positive and servant focused manner.
- Exceptional skills in listening and de-escalation of situations.
- Extensive knowledge of Microsoft Office products (Word, Excel, Power Point and Outlook).
- Ability to learn proprietary and third-party software independently.
- Strong professional, cooperative, positive and team focused communication in all written and oral forms including email, letters, memos, etc.
- Ability to exercise independent judgment while following processes and procedures as determined.
- Ability to multi-task and maintain a strong level of organization with evolving and changing priorities.
- Develop and maintain effective working relationships with City team members, elected officials, various agencies and the general public.
- Ability to maintain confidential and sensitive information with a strong understanding of the impact of accuracy of information on the team.
- Exercise resourcefulness in solving problems in accordance with established policies and practices.
MINIMUM QUALIFICATIONS MINIMUM QUALIFICATIONS - Graduation from high school or possession of an acceptable equivalent diploma.
- Minimum of two (2) years' work experience in a professional business environment, preferable in an administrative capacity.
- Valid Driver's License.
- Must have and maintain Florida Notary Certification (or ability to obtain within 30 days).
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
Summary: - Occasionally - Lift/Carry: 15+ lbs., Push/Pull: 26+ lbs., Climb, Crawl, Drive.
- Frequently - Lift/Carry: 15 lbs. or less, Push/Pull: 25 lbs. or Less, Twist/Turn, Reach Above Shoulder, Reach Outward, Stand, Walk.
- Constantly - Acceptable Eyesight (with or without correction) Acceptable Hearing (with or without a hearing aid), Sit, Handling/Fine Motor Skills and Type/Keyboard.
DISCLAIMER These are intended only as illustrations of various types of work performed. The omission of specific duties does not exclude them from the position.
Panama City Offers a complete benefits package to all full time employees. Below is a list of the benefits offered by the City.
For more detailed information about the benefits please reach out to the Human Resources Department.
WORK/ LIFE INTEGRATION - 12 Days of Paid Time Off
- 12 Days of Paid Sick leave- 6 may be used for family
- 12 Days of Paid Holidays
- Birthday Leave
- Bereavement Leave
- Military Leave
- Social Event Outings
- Employee Assistance Program
HEALTH & WELLNESS - Medical Benefits-Team Member (ZERO cost option available)
- Family Member Benefits available (City supplemented premium)
- Dental Benefits (Premium paid in FULL for Team Members)
- Orthodontic coverage for children (under 19)
- Vision Benefits
- Blood Drives (ADDITIONAL Paid Time Off for participation)
- Wellness Incentive Program
- Health Savings Account/ Medical FSA
FINANCIAL WELLNESS - General Employee Retirement Pension Fund (10% of annual compensation)
- Access to Professional Financial Advisory Services
- City Paid Life Insurance and AD&D ($50,000)
- Additional Life and AD&D coverage available for employees, spouse, and Children
- Short-term Disability (Paid in FULL by City)
- Long-term Disability (Paid in FULL by City)
- Accidental Insurance
- Critical Illness Insurance
- Education Assistance Program/ Tuition Reimbursement
- Job Stability & Security
Job Tags
Hourly pay, Holiday work, Full time, Temporary work, Work experience placement,