Senior administrative assistant jobs in Gainesville, FL

If you are an Internal City Employee, Retiree or Dependent/Survivor of a City Employee please apply internally via Career Icon in your Workday account. Make a difference in the community you live in! As a Community Builder-an employee with the City of Gainesville- you will have a direct hand in building and improving your community and making a visible impact on the lives of your neighbors. Working for local government is more than a job, it's a chance to contribute to community success and to help enhance the Gainesville way of life. Department: GG_City Clerk: City Clerk Salary Range Minimum: $25.00 Salary Range Maximum: $39.23 Closing Date: 12/17/2025 Job Details: This is diversified and complex administrative work of a confidential or sensitive nature in direct support of a City Commissioner or Charter Officer. Duties require the ability to engage in independent action through the application of problem-solving, decision-making, dependability, initiative, and specialized knowledge of the terminology, procedures, and practices for their functional area. Positions allocated to this classification may assign and review the work of staff members to ensure the efficient and effective operation of the functional area. Duties require a high level of competence and independent exercise of discretion and judgment with respect to matters of significance. This position is highly visible and impacts the public's perception of City functions. Positions allocated to this classification report to a Charter Officer. Work is performed under limited supervision and may be reviewed upon completion. Work in this class is distinguished from higher classifications by its lack of managerial responsibility and from lower classifications by its coordination of administrative activities, latitude for discretion and decision-making, interaction with high-level internal and external personnel, supervisory responsibility, and work of a confidential and sensitive nature. ***The job posting will show a close date of 12/17 but please keep in mind the system closes the posting at 12:00am on 12/17 and not 11:59pm. Applications must be submitted prior to 11:59pm on 12/16 in order to be considered.*** : SUMMARY This is diversified and complex administrative work of a confidential or sensitive nature in direct support of a City Commissioner or Charter Officer. Duties require the ability to engage in independent action through the application of problem-solving, decision-making, dependability, initiative, and specialized knowledge of the terminology, procedures, and practices for their functional area. Positions allocated to this classification may assign and review the work of staff members to ensure the efficient and effective operation of the functional area. Duties require a high level of competence and independent exercise of discretion and judgment with respect to matters of significance. This position is highly visible and impacts the public's perception of City functions. Positions allocated to this classification report to a Charter Officer. Work is performed under limited supervision and may be reviewed upon completion. Work in this class is distinguished from higher classifications by its lack of managerial responsibility and from lower classifications by its coordination of administrative activities, latitude for discretion and decision-making, interaction with high-level internal and external personnel, supervisory responsibility, and work of a confidential and sensitive nature. EXAMPLES OF WORK* This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position. The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job. Performance of lower-level duties may be required. ESSENTIAL JOB FUNCTIONS Performs complex administrative work in support of the Mayor's, Commissioners', or City Clerk's core functions and processes. Coordinates administrative activities and flow of correspondence and citizens through the office. Serves as staff liaison to special committees and boards. Assists the Mayor, City Commissioners, and City Clerk directly in responding to citizen inquiries and providing information; tracks issues and resolutions and provides consultation and assistance regarding specific matters within the area of expertise. Assists with drafting, modifying, and interpreting operational and personnel policies, guidelines, and administrative procedures applicable to department staff. Proofs, drafts, and distributes complex documents. Prepares and makes presentations. Develops, plans, and oversees administrative details, and coordinates workflow of assigned areas. Research, reviews, gathers, compiles, and maintains detailed and specialized information for complex standard and ad-hoc reports and department work processes. Provides administrative oversight with the design, implementation, and administration of department programs; prepares documentation and materials and prepares program assessments. Works directly with the Mayor, City Commissioners, or City Clerk to facilitate completion of respective assignments and objectives. Schedules, coordinates, and maintains assigned calendars. Receives and screens visitors and telephone calls that require the use of judgment, tact, and diplomacy. Attends work on a continuous and regular basis. Manages calendar for the Mayor and City Commissioners. Upon supervisor approval, attends meetings with the Mayor or assigned City Commissioner(s). Schedules, makes travel arrangements for the Mayor and City Commissioners, and prepares their travel itineraries. Briefs the Mayor and City Commissioners on weekly meetings. Prepares proclamations, resolutions, and agenda items as requested by the Mayor and City Commissioners. Take minutes and manage City meetings. NON-ESSENTIAL JOB FUNCTIONS Serves as official contact person for the Mayor and the City Commission office. May provide backup support and assistance to other administrative staff. May perform routine administrative duties, as necessary, to maintain office efficiency. Performs other related duties as assigned. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. Below are the required education, experience, knowledge, skills, and abilities to perform the essential functions. EDUCATION AND EXPERIENCE Depending on the area of assignment: An Associate degree from an accredited college or equivalent vocational/technical training and three (3) years experience in public or business administration or related field and one (1) year of government administrative experience, or an equivalent combination of training and experience which provides the required knowledge, skills, and abilities. A Certified Administrative Professional (CAP) certificate may substitute for an Associate degree. An additional two (2) years of experience in public, business, or government administration or related fields may substitute for an Associate degree. CERTIFICATIONS OR LICENSES Licenses A valid Florida Driver's license with a safe driving record is required within 30 days of appointment. Certifications A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate is preferred. KNOWLEDGE, SKILLS AND ABILITIES Ability and willingness to use sound judgment, exercise discretion, and after evaluating alternatives, make decisions on matters of significance. Ability to interact effectively with City Commissioners, the Mayor, Charter Officers, community leaders, government and utility counterparts, citizens, and all levels of employees. Considerable knowledge of administration, organization, policies, practices, and programs. Ability to organize and coordinate multiple assignments and office staff. Thorough knowledge of liaison duties and responsibilities. Ability to function in a politically sensitive and volatile environment. Ability to work with minimal supervision. Considerable knowledge of research methods and techniques and methods of report presentation. Ability to perform office management and administrative functions, including the ability to plan, assign, and supervise the work of other employees. Basic knowledge of principles and practices of budget preparation. Demonstrated proficiency in relevant software and advanced computer skills. Ability to communicate effectively, both orally and in writing. Ability to understand and follow complex oral and written instructions. Ability to meet the public to discuss and resolve problems and complaints tactfully, courteously, and effectively. Ability to maintain security and confidentiality and respond appropriately to sensitive and confidential issues. Ability to operate basic office equipment. PHYSICAL AND ENVIRONMENTAL REQUIREMENTS To perform this job successfully, an individual must possess certain physical abilities and be able to withstand work-related environmental conditions. PHYSICAL REQUIREMENTS While performing the duties of this job, the employee is often required to sit for prolonged periods. WORK ENVIRONMENT May be required to work and attend meetings outside regular business hours. Note: May Require Assessment(s). May fill multiple positions. May establish an eligibility list. Come join our team! The City of Gainesville offers a competitive benefits package and opportunities to grow both professionally and personally. All ‘regular' employees are eligible for traditional benefits such as health insurance, life insurance, paid leave, 11 paid a holidays a year, a pension plan and a deferred compensation plan, but we also offer great things like on-site fitness centers, tuition reimbursement, on-site medical staff and a wellness program to keep you healthy and happy. Please note; benefits are not available for temporary employees. Equal Opportunity The City of Gainesville is an equal opportunity/affirmative action employer and does not discriminate in hiring. Minorities, women and individuals with disabilities are encouraged to apply. Individuals with a disability, who require special accommodations during the selection process, should notify the Human Resources Department at ************ or TDD/TTY at ************. Veterans' Preference Veterans are encouraged to apply. Veterans' Preference ensures that veterans and eligible persons are given consideration at each step of the selection process. However, preference does not guarantee that a veteran or other eligible person will be the candidate selected to fill the position. Section 295.07, Florida Statutes (F.S.) specifies who is eligible for Veterans' Preference. State of Florida residency is not required for Veterans' Preference. If you are unable to apply online due to a disability, contact recruiting at ************************ or by calling ************.