City Commission Aide

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Purpose of Classification

The City Commission Aide will provide direct support to the City Commission, assisting with administrative tasks, constituent services, and coordination of commission activities. The position requires a highly organized, proactive, and resourceful individual with excellent communication, interpersonal, and analytical skills. This highly visible position exercises judgment concerning assigned duties requiring the ability to function independently, and the ability to handle matters of a confidential nature. The position requires a flexible schedule to accommodate City Commission events, evening Commission Meetings and occasional weekend events, ensuring the City Commission are well-prepared for their engagements.

Essential Functions

The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Constituent Services:

• Facilitate communication between constituents and City Commission members.
• Answer phone calls and e-mails, responding to constituent inquiries and concerns in a timely and professional manner, often directing them to appropriate city departments and services.
• Receive City Commission requests and place them in MyBoynton app for appropriate staff tracking and follow up.

• Coordinate commission schedules, meetings, and events.
• Prepare and distribute meeting agendas, minutes, and other relevant documents.
• Maintain accurate records and files related to Commission activities.
• Compile information for presentations for City Commission town halls and events as requested.
• Must have a working knowledge of City Policies and Procedures that affect the City Commission.
• Monitor expenditures against the City Commission Budget, prepare purchase requisitions, requests for payment, and purchase orders. Procurement of office supplies.
• Responsible for submitting payroll and purchase card statements for the City Commission.

• Assist with preparation of speeches, presentations, proclamations, reports, and other materials for meetings, press events, etc.
• Build and maintain strong working relationship with key stakeholders and other special interest groups.
• Attend community events, gather public input, and communicate city initiatives to residents.

• Coordinate and attend special events and community meetings.
• Track and follow up on commission initiatives and projects.
• Keep the mission, vision, and values of the City of Boynton Beach at the forefront of decision making and action.
• Maintain a high level of work and productivity by generating innovative solutions to work situations.
• Provide support to the City Commission Members through daily telephone calls and/or e-mail contact.
• Monitor mail for the Commission Office (picks up, disseminates accordingly, and drops off).
• May serve as a point of contact for calendar inquiries and meeting requests for the City Commission Members.
• Communicates the availability of City Commission Members and supports event planning through the City Manager's Office.
• Organizes and informs City Commission Members of Conferences and Meetings.
• Coordinate travel arrangements and registration for conferences and meetings.
• Prepares various types of written correspondence on behalf of the City Commission Member (examples: ceremonial messages, thank you greetings, and condolence letters).
• Assists with follow up items and/or open items at the direction of the City Commission .
• Conducts research and reviews topics of interest brought forward by the City Commission.

Minimum Qualifications

Associate's degree in Public Administration, Political Science, Business Administration, Business Management or closely related field. Three (3) years of administrative support experience. And must possess [or obtain within fourteen (14) months of hire] and maintain a valid Florida driver's license. PREFERRED QUALIFICATIONS Bachelor's degree in Public Administration, Political Science, Business Administration, or closely related field.

Supplemental Information

KNOWLEDGE, SKILL AND ABILITIES Strong written and verbal communication skills. Strong interpersonal skills. Ability to provide high and quality customer service. Demonstrate professional image when dealing with the public and City personnel. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint). Ability to conduct research and analyze data. Attention to detail and organizational skills. Ability to multitask and manage a varied workload. Sound judgement in analyzing facts and arriving conclusions. Adaptable to change. Ability to maintain confidentiality and work with sensitive information. Ability to exercise discretion and independent judgment with respect to matters of significance. Physical Ability : Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (10 pounds). Tasks may involve extended periods of time at a keyboard or workstation. Sensory Requirements : Some tasks require the ability to perceive and discriminate sounds, visual cues or signals. All tasks require the ability to communicate orally. Environmental Factors : Essential functions are regularly performed without exposure to adverse environmental conditions. The City of Boynton Beach, Florida, is an Equal Opportunity Employer (EEO) and Affirmative Action Employer . All applicants receive consideration for employment without regard to race, color, religion, gender (including identity or expression), marital status, sexual orientation, national origin, age, disability or any other protected classification as defined by applicable law (except as limited by Personnel Rules, Collective Bargaining Agreements, or bona fide occupational qualifications). Title I of the Americans with Disabilities Act (ADA) protects qualified individuals with disabilities from employment discrimination. Under the ADA, a person has a disability if he/she has a physical or mental impairment that substantially limits a major life activity. The physical demands described within the are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the ADA, the City of Boynton Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat of significant risk to the health or safety of themselves or others. Requirements are representative of the minimum level of knowledge, skills, and ability.