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Make a difference in the community you live in! As a Community Builderan 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 its a chance to contribute to community success and to help enhance the Gainesville way of life.

Department:

9610 GRU - Information Technology Administration

Salary Range Minimum:

$25.00

Salary Range Maximum:

$40.41

Closing Date:

02/17/2026

Job Details:

This position provides advanced executive and administrative support to the Chief Information Officer (CIO) who oversees multiple divisions within the Information Technology and Telecommunications functions. The role requires a high degree of professionalism discretion and independent judgment while supporting a complex organization with diverse stakeholders.

Confidentiality is a critical component of this position. The incumbent will routinely handle sensitive confidential and time-critical information related to executive decision-making personnel matters financial data and strategic initiatives. Sound judgment ethical conduct and strict adherence to confidentiality requirements are essential.

Work is performed under general supervision with significant latitude for independent action and decision-making and is typically reviewed upon completion. The position is distinguished from higher-level classes by the absence of formal managerial responsibility and from lower-level classes by the complexity of work performed the level of confidentiality involved the coordination of executive and administrative functions and oversight of assigned support activities. The position reports to a senior-level department manager who is a member of the Executive Team.

This role also emphasizes continual professional development and customer-focused service. Ongoing learning is encouraged and supported including training and certification related to executive support customer service and IT service management. Completion of required customer service and IT service management training including ITIL (Information Technology Infrastructure Library) is required within the first six (6) months of employment. These learning objectives support effective collaboration with IT teams enhanced service delivery and alignment with organizational best practices.

May establish an eligibility list.

Job Description:

SUMMARY

This is advanced diversified often confidential and moderately complex administrative and staff work supporting a senior level manager who oversees diverse activities within their department. Duties require some independent judgment through the application of problem solving decision making dependability and initiative and the ability to process and resolve various departmental issues. Positions allocated to this Classification may assign and review the work of Staff Assistants and Staff Specialists. Duties must be performed at a high level of competence and require discretion and judgment with respect to matters of significance.

Positions allocated to this classification report to a senior level manager of a department with multiple divisions (who is a member of the Executive Team).. Work is performed under general supervision and is normally reviewed upon completion. Work in this class is distinguished from higher classes by its lack of managerial responsibility and from lower classes by its coordination of administrative activities latitude for discretion and decision making 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

Depending on area of assignment:

Develops plans and oversees administrative details and coordinated workflow of assigned area.

Serves as staff liaison to special committees and boards and represents the department by attending meetings or serving on assigned committees. Prepares meeting agendas photocopys and/or assembles back-up documentation mails packets to board and staff members. May take and transcribe minutes.

Assists with the administration of department Progression-through-Training (PTTP) programs; prepares a manual of checklists procedures and materials and reviews proposed actions to evaluate appropriateness and timeliness before forwarding to the department head for review.

Assists with drafting modifying and interpreting operational and personnel policies guidelines and administrative procedures applicable to department and prepares agenda items for City Commission meetings.

Handles inquiries complaints and requests; tracks issues and resolutions and provides assistance regarding specific matters within area of expertise in resolving complex inquiries and complaints.

Assists in the proofing drafting and distribution of moderately complex documents. Prepares and makes presentations.

Researches reviews gathers compiles and maintains detailed and specialized information for reports and department work processes.

Prepares reports for grant funded projects and monitors grant compliance.

Maintains records libraries databases tracking systems and files required in connection with department work processes.

Assigns and reviews the work of Staff Assistants and Staff Specialists.

Schedules coordinates and maintains assigned calendars. Makes travel arrangements and prepares itineraries.

Assists with planning and execution of meetings and department sponsored events.

Provides oversight maintenance and updating of the departments intranet and/or internet sites.

Sets work goals objectives and priorities.

Works directly with department and division managers to facilitate completion of respective assignments and objectives.

Monitors operation of and recommends repairs or upgrades to office equipment coordinates repair or upgrade of new equipment.

Acts as department Timekeeper; inputs department payroll into Remote Time Entry (RTE).Assists with the preparation coordination and administration of department budget.

Administers department purchase orders and VISA purchases and prepares department bills for processing; requests information or supporting documentation from appropriate staff.

Receives and screens visitors and/or telephone calls that require the use of judgment tact and diplomacy.

Assists managers with confidential/sensitive materials related to labor agreements political issues personnel matters and/or criminal records.

Attends work on a continuous and regular basis.

NON-ESSENTIAL JOB FUNCTIONS

Depending on area of assignment:

May perform tasks normally assigned to Staff Assistants and Staff Specialists as workflow and demands require.

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

An Associate degree from an accredited college or equivalent vocational/technical training and three (3) years responsible administrative and staff support experience or an equivalent combination of training and experience which provide the required knowledge skills and abilities.

A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate may substitute for an Associate degree.

An additional two (2) years of responsible administrative and staff support experience may substitute for an Associate degree.

Must type at a minimum speed of 35 correct words per minute or at a higher speed as set by the department.

CERTIFICATIONS OR LICENSES

Licenses

If courier duties are required a valid Florida Driver license with a safe driving record is required.

Certifications

A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate is preferred.

KNOWLEDGE SKILLS AND ABILITIES

Depending on area of assignment:

Ability and willingness to use sound judgment exercise discretion and after evaluating alternatives make decisions on matters of significance.

Ability and willingness to carry out major assignments.

Comprehensive knowledge of administration organization policies practices and programs.

Demonstrated proficiency in relevant software and advanced computer skills.

Thorough knowledge of liaison duties and responsibilities.

Ability to function in a politically sensitive and volatile environment.

Ability to organize and coordinate multiple assignments.

Ability to work with general supervision.

Ability to maintain confidentiality and respond appropriately to sensitive/confidential issues.

Ability to resolve conflicts.

Ability to understand and follow moderately complex oral and written instructions.

Ability to resolve customer complaints and answer inquiries tactfully courteously and effectively.

Ability to work effectively with co-workers and internal and external customers.

Ability to communicate effectively both orally and in writing.

Ability to operate basic office equipment.

Ability to perform administrative functions including the ability to assign and review the work of other staff members.

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 of time.

WORK ENVIRONMENT

May be required to work and attend meetings outside regular business hours.

To be considered for this position you must take and pass a GRU testing requirement:

-Typing (Passing score is 35WPM; Average Standard Net WPM is the score we go off of)

-Word

-Excel

**IF YOU HAPPEN TO FAIL YOUR TESTING YOU MAY RETAKE THE TEST AS LONG AS IT IS BEFORE THE DEADLINE**

To schedule testing please contact CareerSource North Central Florida by emailing your request. They are the test administrator and will be able to assist you with your assessments.

*PLEASE LISTEN TO THE ENTIRE MESSAGE FOR INSTRUCTIONS*

This testing is done online.

Testing is due by EOD February 17 2026.

These are mandatory assessments and must be completed for further considered for this position.

***Test scores are good for 1 year*** If you have completed testing in the past year please ensure your scores are attached to your application before submission!!

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 .