Executive Administrative Assistant

$55,994 - $89,586/Yr

Town Of Lantana - Lantana, FL

Full-time - Entry Level

Lantana, FL

About the position

The Executive Administrative Assistant at the Town of Lantana plays a crucial role in supporting the Development Services Director by managing various administrative tasks. This position involves handling sensitive information, scheduling, correspondence preparation, and assisting with departmental operations. The assistant will also coordinate meetings, manage records, and ensure effective communication within the department and with the public.

Responsibilities

• Assist the Development Services Director with administrative work, including record keeping and scheduling.
• Research, assemble, prepare, and proofread materials for the Director.
• Serve as the timekeeper, completing timesheets and entering payroll into software.
• Act as a purchasing agent, preparing check requests and purchase orders.
• Assist in preparing documents for various meetings, including Town Council and Planning Commission.
• Coordinate phone calls, correspondence, schedules, and the calendar for the Director.
• Respond promptly to resident concerns and attend department staff meetings to take minutes.
• Provide administrative support to the Code Enforcement Division, including preparing agendas and minutes.
• Manage the department's mail and coordinate follow-up on issues from Magistrate hearings.
• Serve as departmental Records Custodian, managing files and ensuring compliance with Town policies.

Requirements

• High School diploma or GED required; Bachelor's degree preferred.
• Minimum of three years of experience in office administration.
• State of Florida Notary Public designation preferred.
• One year of experience in code enforcement, planning, zoning, building, or permitting.
• Valid Florida Driver's License required.
• Advanced knowledge of Microsoft Word, PowerPoint, Excel, and Outlook.

Nice-to-haves

• Experience in municipal codes and procedures.
• Ability to manage multiple projects simultaneously.
• Strong organizational and prioritization skills.

Benefits

• 401(a) Pension plan
• 457(b) Deferred compensation plan
• Paid jury duty
• Disability insurance
• Flexible spending account
• Military leave
• Bereavement leave
• Life insurance
• Short-term disability insurance