Archived listing. The details below describe a past opening.
Title: Executive Assistant (Admin. Asst. III)Department: Town HallType: Full-Time / Non-ExemptWork Location: Onsite (Town Facility)Reports to: Town ManagerCompensation: $19.00 - $21.50 / Hourly - DOQ
About the Town of Howey-in-the-Hills:
Incorporated in 1925 and nestled in the rolling hills of Lake County, the Town of Howey-in-the-Hills offers small-town charm, historic character, and a collaborative, mission-driven workplace. Our small, dedicated team serves approximately 2,200 residents with integrity, professionalism, and pride in public service.
General Description:
The Executive Assistant (Administrative Assistant III) provides advanced administrative, clerical, and technical support to the Town Manager and Deputy Town Manager/Town Clerk. The role is pivotal in ensuring efficient office operations and maintaining high-quality service for internal and external stakeholders. This role involves handling confidential information, managing schedules, coordinating communications, and assisting with special projects to enhance the operational effectiveness of the Town Manager’s office. The position demands exceptional organizational skills, discretion, and a proactive approach to managing responsibilities.
Primary Responsibilities:
- Serve as the primary point of contact for inquiries directed to both the Town Manager and Town Clerk’s office.
- Organize and maintain both physical and electronic filing systems, ensuring records management compliance.
- Assist in preparing meeting agendas, minutes, and follow-up actions.
- Answer a multiple-line phone system, manage calls by routing them to the proper extensions, or taking messages and delivering them within our message system.
- Provide back up support to the Town Hall Utility and Building Services functions.
- Process invoices, expense reports; track and monitor invoices charged against purchase authorizations and purchase requisitions.
- Interact with the public both in person and via telephone, answering inquiries and providing general information concerning Town services and operations.
- Schedule and prepare meetings.
- Other clerical work that may include typing correspondence, preparing spreadsheets and reports, or emailing documents.
- Perform all other related duties as assigned by the Town Manager.
Job Requirements: Minimum Qualifications/Skills
- Must possess a high school diploma or GED. An Associate degree in Business Administration, Public Administration, or related field preferred.
- Minimum of three (3) years related experience or any combination of training and experience that indicates possession of skills, knowledge, and abilities listed within this description.
- Proficient in Microsoft Office Suite, specifically Word, Excel, and PowerPoint.
- Prior experience as Administrative Assistant preferred.
- Flexibility of schedule is required for occasional evening meetings.
- Demonstrated ability to manage multiple priorities and deadlines efficiently.
- Strong written and verbal communication skills, including experience in communicating and handling a variety of customer service issues.
- Completion of National Incident Management System IS-100 and IS-700 training within six months of hire.
- Valid Florida’s Drivers’ License.
- Certification as a Florida Notary Public within three months of hire.
Special Skills, Knowledge, or Abilities:
- Comprehensive knowledge of office management, personnel, financial, and administrative practices.
- Articulate and present a positive professional image both in person and on the telephone.
- Establish and maintain effective working relationships with directors, supervisors, employees, other departments, officials, and the public.
- Maintain tact and courtesy when interacting with the public and employees.
- Communicate well both verbally and in writing.
- Possess strong organizational, time management, and multi-tasking skills.
- Maintain confidentiality of material.
- Must have the ability to follow instructions, solve problems, and work with minimal supervision.
Essential Physical Skills:
- Tasks require visual perception and discrimination. Visual acuity is required for preparing and analyzing written or computer data, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities.
- Ability to communicate verbally in person and on the telephone.
- Sitting for extended periods of time.
- Good finger/hand dexterity and hand/eye coordination.
- Reaching, grasping and repetitive motions.
- Frequently lifting and carrying 25 pounds and over.
The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. The omission of an essential function does not preclude management from assigning duties not listed herein.
Emergency Conditions:
This position is required to assist with emergency support functions in the event of a declared emergency and/or any other emergency duties as assigned.
Key Competencies:
Integrity, initiative, judgment, attention to detail, and interpersonal skills. Work is performed under general supervision of the Town Manager. Performance is reviewed through reports, periodic internal and external audits, conferences, and an annual performance appraisal review.
This description is not intended to be, nor should it be construed as an all-inclusive list of responsibilities, skills or working conditions associated with the position. It is intended to accurately reflect the activities and requirements of the position, but duties may be added, deleted, or modified as necessary. This description does not constitute a written or implied contract of employment. The Town of Howey-in-the-Hills reserves the right to update and/or change this job description at will. The Town of Howey-in-the-Hills is a Drug-Free Workplace, Smoke-Free Workplace, and EOE. The Town of Howey-in-the-Hills is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Town of Howey-in-the-Hills will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. E-Verify Works for Everyone For more information on E-Verify, or if you believe that your employer has violated its E-Verify responsibilities, please contact DHS.
Miscellaneous Information The Town of Howey-in-the-Hills has an opening for a full-time Executive Assistant (Admin. Asst. III). Please see the attached job description.
To apply for this position, you may submit your completed job application, signed/dated job description, and resume in one of three ways, you may:
1)Email - your completed job application, signed/dated job description, and resume to the Town Clerk at office@howey.org 2)Drop off your completed job application, signed/dated job description, and resume in person to the Howey-in-the-Hills Town Hall at 101 N. Palm Avenue, Howey-in-the-Hills, FL 34737 3)Mail - You may mail your completed job application, signed/dated job description, and resume to: Town Clerk, Town of Howey-in-the-Hills PO Box 128 Howey-in-the-Hills, FL 34737
An incomplete or improperly submitted application and signed/dated job description will not be considered.