Commission Aide

City of Opa Locka•Opa-Locka, FL

About The Position

Under direction from the City Clerk, performs a variety of complex, responsible, highly sensitive, and confidential executive support functions for the Mayor and City Commission; and performs other related duties as assigned. The Commission Aide is responsible for providing a wide array of complex, diverse, and confidential support services to the city’s elected officials in a highly sensitive, demanding, political, and rapidly changing environment. The work is characterized by involvement with broad city-wide issues and interactions with other elected officials, constituents, representatives of a wide variety of community, civil, and business groups, City management staff, and others on complex and sensitive matters. The Commission Aide performs a variety of constituent and administrative staff services for the Mayor and City Commission, often involving politically sensitive issues and requiring a high degree of independent judgment and sound political acumen.

Requirements

Office administrative and management practices and procedures, including principles and practices of file and document management
Principles and practices of sound business communication; correct English usage, including spelling, grammar, and punctuation.
City organization, ordinances, rules, policies, procedures, and operating practices related to areas of responsibility.
Functions of public agencies, including the role of an elected official and appointed committees and boards.
Methods, practices, and techniques for project management and event planning.
Basic principles and practices of public administration, including budgeting, purchasing, and maintenance of public records.
Ability to utilize the City's human resources policies and procedures.
Knowledge of research techniques and available sources of current information in the area of the assignment.
Knowledge of the principles and practices of .office general code of conduct.
Knowledge of public relations principles and practices.
Ability to exercise judgment and discretion in devising, installing, and/or interpreting City rules, regulations, policies, or procedures.
Ability to use discretion, tact and patience when dealing with interruptions from the public that occur during a regular workday.
Considerable knowledge of Business English, Spelling, and Business Arithmetic.
Considerable knowledge of office procedures, practices, processes, and systems.
Knowledge of City government, organization, and operations.
Ability to daily carry out complex verbal, written instructions and primarily complete work independently

Responsibilities

Briefs the City Commission on issues appearing on City Commission and Committee agendas.
Maintains a reputation for being on time to meetings and assist in providing all materials and equipment needed for the Mayor and Commission to have timely and successful meetings.
Provides critical analyses of policy and legislation.
Collaborates with the City Administration and the City Attorneys to draft proposed legislation and projects.
Conducts research and policy analysis to assist the City in policy matters.
Tracks, monitors, and analyzes new legislative proposals and prepares legislative summaries to inform the Commissioner.
Maintains awareness of county, state, and national policy that may have impacts on the City of Opalocka.
Researches and composes reports on legislative issues.
Consistently makes decisions on which tasks to prioritize using experience, education, and/or good judgment.
Initiates and directs research and special studies, and projects in needed areas, as assigned.
Confers with department and division heads, other agencies, and organizations such as the City Manager, executive staff, and City Attorney staff.
Attends City Commission meetings, committee meetings, neighborhood association meetings, and other activities/meetings as assigned, most are scheduled after regular business
Understands the position requires the Commission Aide to be resourceful in completing tasks. Including, getting to know other department staff and how their role supports the City Completes special projects as needed
Timely reviews and responds to and makes recommendations concerning incoming correspondence, memoranda, reports, and similar material.
Files and maintains records.
Utilizes public speaking skills to represent the City Commission before committees, citizen groups, and/or other agencies.
Receives and screens visitors and telephone calls, providing information and handling issues that require sensitivity and sound independent judgment; conducts research, responds to requests for information, and resolves complaints from constituents; refers certain issues to appropriate staff members or City departments for resolution; reviews, prioritizes, and routes assigned incoming correspondence.
Prepares and types correspondence, memoranda, agenda item requests, action item list, reports, resolutions, proclamations, agreements, presentations, forms and other documents often of a highly sensitive and confidential nature; ensures that documents are accurate, complete and conform to Mayor and City Commission office standards, policies and procedures; ensures materials, reports and documents for signature are accurate and complete; responds independently to mail and email inquiries regarding a variety of City matters; assists in the transcription of City Commission meeting minutes, as needed.
Plans, organizes, and makes logistical arrangements and serves as host for a variety of Mayor and City Commission events.
Host and/or be available to attend the numerous Mayor and City Commission events that occur after regular business hours and weekends. Events are scheduled year-round.