LEGISLATIVE ANALYST/ASSISTANT TO CITY COUNCIL MEMBER Salary $45,021.60 - $67,532.40 Annually Location Miami Gardens, FL Job Type Full-time Department Office of the City Clerk Job Number 0269-001 Closing 1/14/2019 7:00 PM Eastern General Description This is an exempt administrative position supporting members of the City Council. Work is characterized by discretion, good judgment and diplomacy. Work involves constant and extensive public contact. Responsibilities include performing administrative functions varied in subject matter and level of difficulty ranging from standardized clerical assignments to administrative duties. Work requires extensive knowledge of the City's operations, including its structure, as well as the programs, services and functions provided to the City's constituency, and to the ability to demonstrate high level of professionalism and business acumen as a liaison to the City Council on and off the job. Work is performed under general or administrative supervision and is reviewed through conferences, observation and results attained. Essential Job Functions This is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may be required to perform all duties listed, and may be required to perform additional, position-specific tasks. Processes confidential matters as required. Delivers superior internal and external customer service. Establishes and maintains effective internal and external customer relationships. Assists in the daily operation of the Office of the City Council. Interacts daily with Elected Officials, City Administration, City staff and the general public. Serves as City Council liaison with the City Administration, City staff, the general public, community and business partners, other governmental agencies as well as all other internal and external stakeholders. Assist with preparing information regarding events for dissemination to media, institutions and other outlets as appropriate. Takes photographs for City Publications, news releases and special purposes. Assist with creating visual content for media products such as newsletters, flyers, advertisements and signage. Listen attentively to citizens' participates in the assessment of citizen concerns. Takes action by identifying the resources necessary to effectively resolve problems arising from such concerns, which may include, referring matters to the appropriate department or agency for action. Prepares follow-up letters to citizens for the City Council members once an investigation to a complaint/inquiry is complete. Receives and announces the general public, government officials, staff, and City Council members visiting the City Council's Office. Receives and screens telephone calls; answers inquiries and questions or refers to appropriate Department or City personnel to be addressed and follows up, as necessary, to ensure desired results. Schedules appointments and maintains the City Council member appointment calendar. Makes travel arrangements for the City Council and prepares and maintains all required documents. Prepares all travel forms and related paper work for the City Council, including airline and hotel reservations, registrations for conferences and automobile rentals. Makes arrangements for conferences/meetings initiated or accepted by the City Council Members, including space, time and place and informs participants of topics to be discussed, as applicable. Conducts pre-event meetings as appropriate and meetings during assigned events to assure operational readiness and success. Determines the cost and feasibility of sponsored or co-sponsored events. Monitors cost of events and work within assigned budgets to implement assignments. Researches, compiles and retrieves data and prepares reports and special documents as assigned (e.g. Purchase Card Purchases, reconciling monthly expenditures, allotted by the City's Charter). Initiates and maintains a variety of files and records, including confidential materials. Acts as custodian of City Council correspondence and complaint records. Establishes and maintains a comprehensive physical and electronic filing system. Initiates and maintains a variety of files and records, including confidential materials. Performs administrative details in a manner which ensures operational goals and objectives are met. Arranges and prioritize job duties to successfully meet deadlines and changing priorities and deadlines. Assists the City Council with research as it relates to applicable legislative matters. Assists City Council meetings and/or other related meetings and/or events as prescribed by Council member. May take and prepare minutes of meetings. Assists the City Council member to operate personal computer and managing electronic documents and data, as necessary. Performs related work as required. Minimum Qualifications Education & Experience Requirements: Bachelor's Degree in General Business or Public Studies or similar course of study. Four (4) or more administrative or professional work experience in an Executive Office, Governmental Board, or similar setting. An equivalent combination of education, training and experience will be considered. Must possess a valid Florida driver's license throughout employment. Knowledge, Skills and Abilities: Thorough knowledge of business English, spelling and punctuation, office practices and procedures. Ability to establish and maintain effective working relationships with City Officials, department heads, other City staff and the general public. Ability to receive and work with the general public with courtesy and diplomacy. Considerable knowledge of the organizational structures, functions, operations, goals and objectives of municipal government. Considerable knowledge of appropriate laws, rules, regulations and procedures governing City operations and ability to interpret and City rules, laws and procedures. Knowledge of standard office procedures, practices and equipment. Knowledge of local government operation, standards, policies, requirements and procedures. Working knowledge of computer-related terminology and of data processing equipment capabilities and limitations. Working knowledge of the techniques and methods used in administrative analysis. Working knowledge of the functions, processes and principles of management. Working knowledge of event planning. Ability to deal with the public in a tactful and effective manner and to use judgment and discretion in disseminating information. Ability to interact with considerable tact and business acumen with City officials, and the general public, from diverse cultural and linguistic backgrounds, Ability to address difficult and sensitive co-workers and citizen inquiries and complaints with considerable diplomacy and tact. Ability to gather and analyze written and numerical data, draw conclusions and arrive at decisions independently in accordance with established policies and regulations. Ability to edit and analyze informational material prepared by others. Ability to prepare detailed written reports, memoranda, correspondence, and other documentation. Ability to communicate clearly and concisely, verbally and in writing to groups and individuals. Ability to interpret and City policy and procedures. Ability and willingness to develop and adapt in a fast changing learn environment; conceptualize and grasp new ideas and operational process and procedures. Ability to organize work to meet deadlines in a fast-pace environment while balancing multiple assignments. Ability to work after hours and weekends or holidays. Advanced skills in the use of modern technologies including personal computer hardware and software such as, Microsoft Windows. Excellent verbal, written and electronic communication skills. Ability to navigate and master the City's internal enterprise system. Skilled in the utilize of modern technologies to perform assigned work, including developing and maintaining calendars and schedules, creating spreadsheets and PowerPoint presentations using Microsoft Windows software. Supplemental Information 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 accommodations may be made to enable individuals with disabilities to perform the essential functions. Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of telephone and personal contact as normally defined by the ability to see, read, talk, sit, stand, hear, use of hands and fingers to handle, feel or operate objects, read and write English. Physical capability to effectively use and operate various items of office equipment; such as but not limited to a personal computer, calculator, copier and fax machine. Work will require a considerable amount of time spent using a personal computer. Work is performed fast-paced environment, both indoors and outdoors throughout the community. Must be able to lift, carry, push and pull articles weighing up to 20 pounds. The noise levels in the work environment various from moderately quiet to noisy. 01 Which best describes your level of education? Some High School High School Diploma or GED Some College Minimum of 60 College Credits or more Associate's Degree Bachelor's Degree Master's Degree or Higher 02 How many years of professional administrative work experience in an Executive Office, Government Board or similar setting do you have? No Experience Less than 2 years 2 years to less than 3 years 3 years to less than 4 years 4 years to less than 5 years 5 years or more 03 Do you currently possess a valid Driver's License? Yes No Required Question Agency City of Miami Gardens Address 18605 NW 27 Avenue Miami Gardens, Florida, 33056 Phone 305-622-8030