Executive Administrative Assistant - City Manager's Office

Salary: $22.60 HourlyLocation : 10 North Grove Street EustisJob Type: Full-TimeJob Number: 202500145Department: City ManagerDivision: City ClerkOpening Date: 03/16/2026Job CharacteristicsThe City of Eustis is seeking a trustworthy, responsible individual who under direction, performs administrative and executive-level administrative work, providing highly accountable, confidential support to the City Manager, Deputy City Manager, Economic Development, City Clerk, Events & Communication Department, and City Commission. Maintains city records and maintains transparent access per state laws. Employee works with considerable independence and initiative but confers with the City Manager on unusual administrative and legal problems.Examples of Machines, Tools and Equipment: General office equipmentEssential Job FunctionsActs as administrative assistant for the City Manager, Deputy City Manager, Economic Development, City Clerk, Events Department, and City Commission, including coordinating schedules, appointments, travel arrangements, and meetings;Responds to all public inquiries on behalf of the City Manager's office;Represents the City Manager when communicating with employees and the public. Greets and assists the public and visitors;Supports City Clerk with the maintenance of the city website, posting meeting materials, public notices, presentations, agendas, public hearings, and schedules for city boards and committees;Interprets, explains, and implements administrative policies and decisions;Develops, initiates, and manages various special projects and events assigned by the City Manager;Composes, types, and reviews correspondence, minutes, reports, forms, etc.;Performs research, analyzes, and compiles data for departmental reports;Composes and prepares resolutions and/or ordinances for submission to City Commission;Answers the telephone, providing information, assistance, screening, and taking messages;Assists in preparation of annual budget;Initiates budgetary purchases, processes requisitions, purchase orders, and processes invoices for payments;Monitors and balances Department expenditures;Collects, receipts, balances, and records all money and negotiable instruments for the department;Verifies accuracy of credit card statements and billing, balances departmental budgets;Records and transcribes minutes of various meetings, as needed;Establishes and maintains logs, files, and other records;Maintains inventory of office supplies;Monitors service contracts and provides for routine maintenance/repairs;Processes employee timesheets and leave forms for payroll.Other Job Functions:Assists in the preparation of special events;Assists the City in the preparation for and aftermath of a major emergency such as a hurricane or other storm or disaster, as needed;Performs other related duties as required.RequirementsKnowledge, Abilities and Skills - Thorough knowledge of government protocol, business English, grammar, punctuation, math, spelling, modern office practices and city operations, policies and procedures; knowledge and understanding of requirements of federal, state and local laws relative to the City; knowledge of accounting and bookkeeping principles and procedures; knowledge of various computer software programs, including Microsoft Word and Excel. Ability to learn Edmunds and other software programs required for the position.Ability to assemble, organize data and to compose effective, accurate reports; ability to maintain files and keep records; ability to work well with others and assist the public, employees and personnel from other governmental entities cooperatively and effectively; ability to work independently and oversee the work of others; ability to make decisions in accordance with city policy; ability to maintain confidentiality; ability to express oneself clearly and effectively in verbal and written form; ability to prioritize projects and work load; ability to work under stress and pressure; ability to record and transcribe accurate minutes of meetings; ability to remain at a city work shelter, before, during and after a hurricane or other storm or disaster, if askedExcellent public relations skills; ability to type at least 35CWPM; intermediate to advanced skills in Microsoft Word and Excel; skilled in the operation of basic office equipment.Minimum Qualifications - Associate's Degree from an accredited college or university with major coursework in Business, Office Management, or related fields; supplemented by five (5) years progressively responsible administrative secretarial experience to a chief executive, preferably in the public sector. A Valid Florida Driver's License with a satisfactory driving record is required.Working Hours: Monday through Friday, 8:00 a.m. to 5:00 p.m.Supplemental InformationPhysical Demands - This is primarily sedentary work with some periods of moderate physical effort. Requires sitting for long periods of time; walking short distances; bending and reaching; good finger/hand dexterity and hand/eye coordination; good eyesight, hearing, and speech; occasional lifting up to 35 pounds and occasional carrying/pushing/pulling up to 35 pounds.Salary Information:$22.60 per hour ($47,012.00 per year); EXCELLENT benefits (Note: See Benefits Tab for more information). Applicants should expect a starting salary of $22.60 per hour. Only applicants with the most job-related qualifications will be selected for interview and further consideration. Additional consideration may be given to applicants with more extensive education, training, or experience. Final candidates will be subject to skills testing, including spelling, math, grammar, Microsoft Word, Microsoft Excel, customer service, ten-key and typing (minimum 35 CWPM). Following a thorough background investigation including a criminal history and driver's license check, the candidate will be given a conditional offer of employment.Benefits: Excellent health insurance with several options available, 100% dental coverage for employee, paid sick and vacation leave, generous matching 401(a) plan, 100% tuition reimbursement for continuing education, free employee fitness center, and more!Closing Date:Open until closed by the CityImportant Information:Applications must be received no later than 5:00 pm on the closing date as listed above. The City may close positions that are posted with an Open closing date at any time, without prior notice. The City's application is required. The online application is the preferred method but printed applications are also available in person at 109-A East Orange Ave, Eustis. Office hours are 8:00 am to 5:00 pm Monday thru Friday. For assistance or more information, please visit Human Resources at www.eustis.org or call 352-483-5472. Under Florida Law, all application materials are public record and subject to public scrutiny.To: Candidates for Employment with the City of EustisThe City is Proud to Announce the Following General Employee Benefits:(Please note: This is a summary only and is not intended to be a complete description of covered benefits. This information does not replace, add to or change the City's personnel rules or other written policies, regulations, contracts or certificates. If a discrepancy arises, the actual policy, regulation, contract or certificate will prevail in all circumstances.)Health Insurance:Florida Blue Plans 05901 and 03559 are available at no cost to the employee. Florida Blue PPO Plan 03769 and HMO Plan 55 are available buy-up plans. Dependent coverage is available on all plans for a monthly premium.Dental Insurance:Cigna Dental benefits are available at no cost to the employee. Dependent coverage is available for a monthly premium.VisionCare:Vision benefits are available through National Vision Administrators (NVA) for a modest premium. Dependent coverage is also available.Group Life and Accidental Death & Dismemberment Insurance:The City provides $20,000 group life insurance and $20,000 accidental death benefits for general city employees. The City provides $50,000 group life and $50,000 accidental death benefits for Department/Division Directors. Employees may purchase supplemental policies through payroll deduction.Empower 401 Money Purchase Plan:Funded 6% by City contributions and 4% by employee contributions-must work five (5) years to have a vested interest. Employee contributions are pre-tax. Comprehensive range of investment options is available through Empower.Empower 457 deferred compensation plan and 457 Roth options are available.Annual Leave:Annual leave is earned at the rate of eight (8) hours per month through six (6) years. After seven (7) years, additional accruals per year to a maximum of 188.4 hours (23.55 days) per year.Sick Leave:Sick leave is earned at the rate of eight (8) hours per month of employment, not to exceed 96 hours (12 days) per year.Holidays:Paid holidays include New Year's Day, Martin Luther King Day, Memorial Day, Independence Day, Labor Day, Veteran's Day, Thanksgiving Day, Thanksgiving Friday, Christmas Eve, Christmas Day, and a Personal Holiday. Full time employees (except Directors, Deputy Directors or equivalent positions), who are required to work on an approved holiday, receive pay at one and one half (1.5) times their regular hourly rate for time worked on that holiday.Merit Plan/Pay Increases:Yearly merit increases, when funded, are based on a Performance Evaluation Score.Funeral Leave:The City provides for up to 3 days in state and 5 days out of state, upon approval.Uniforms:Furnished by the City in certain departments.Direct Deposit:Optional but recommended.Financial Advice:Free financial advisor available, by appointment.Tuition Reimbursement:Approved reimbursement after initial trial period (contingent upon availability of funding).Other Benefits:Cemetery & Urn Interment spaces for deceased employees and retired employee with 7 or more years of servicePrepaid LegalShield and ID Theft ProtectionAflac supplemental insurance policiesFlexible Spending Reimbursement Plans for Medical Expenses and/or ChildcareFree Employee Fitness CenterOptional Employer Program:Section 125 Cafeteria Plan - Supplemental insurance costs may be deducted from pre-tax dollars, at the option of the employee.01Do you have a valid Florida Driver's license with an acceptable record?YesNo02Which statement below best describes the highest level of education you have completed?High school graduate, diploma or the equivalent (GED)Associate degreeBachelor's degreeMaster's degreeProfessional degreeDoctorate degree03Which of the following describes your highest level of Microsoft office (Microsoft word, Excel, Powerpoint) proficiency?I do not have enough skills to meet the definition of Basic level below.BasicIntermediateAdvanced