The document outlines the duties of an executive administrator for the City Manager of Fort Myers. These duties include organizing correspondence and meetings, assisting with evaluations, entering constituent requests, scheduling, correspondence, research, and providing administrative support like notarization, travel arrangements, and filing. The administrator also greets visitors, answers phones, takes notes, assists with special events, and ensures important matters get to the appropriate parties.

1. 1
January 18, 2016
Professional Administrative and Communications Support Services
Provided to the City Manager of the City of Fort Myers
by Susan Balaun, Executive Administrator
• Organize, scan, and email weekly Friday Correspondence Packages to Mayor and
City Council
• Organize, scan, and email the “Media” copy of the Friday Correspondence
Package to the media
• On behalf of the City Manager, e-mail or personally distribute all memorandums,
letters, and reports to the Mayor and City Council.
• Help prepare the City Manager’s Self-Annual Performance Evaluation and
schedule the City Manager to meet individually with the Mayor and City Council
members to discuss his Annual Performance Evaluation
• Initiate the scheduling, coordination, and processing of Annual Performance
Evaluations for the Assistant City Manager and 12 Department Directors
• Help prepare, coordinate, collate, and distribute materials for special City projects
as needed for Special City Council Workshops
• Schedule, cancel, and reschedule over 120 new and regularly scheduled meetings
monthly using Microsoft Outlook
• Organize, research, and retain correspondence materials the City Manager will
reference prior to the meetings
• Work closely with, coordinate schedules with, and interact with City Council and
City Council Support Staff, Senior Management, and Department Directors
• Read, review, print out, and prioritize all important daily correspondence sent to
the City Manager by e-mail and delivery, to increase the City Manager’s
efficiency and productivity
• Enter and refer constituent and City Council concerns and requests to City
Departments for handling through the City’s computerized Citizen Response
System (CRS)
• Monitor and update constituent and City Council concerns and requests in the
Citizen Response System (CRS)

2. 2
• Provide printed meeting agendas for City Council meetings, City Council
Workshops, Special City Council meetings, Pension Board meetings, Green Sheet
meetings, and for the Review the City Council Agenda meetings
• Established computerized Contact List database for the City Manager
• Continuously update computerized Contact List database
• Make arrangements for, initiate, and provide assistance for conference calls as
needed, (which may require as many as six (6) different parties at one time), using
poly conference phone
• Monitor and retrieve voice mail and provide information to the City Manager, or
delegate the concern or request to the appropriate Department Director for
handling
• Answer hundreds of phone calls monthly, while carefully and accurately
gathering callers’ requests and concerns, and discern whether to direct callers to
the attention of the City Manager, or to the attention of an appropriate Department
Director for handling
• Take dictation and transpose meeting notes and correspondence
• Type, help write, edit, and format, hundreds of letters, memorandums, meeting
notes, performance evaluations, and reports for the City Manager, using Microsoft
Word.
• Take public information requests from constituents and the media, and direct
them to the appropriate Department Director for handling.
• Contact City Department Directors weekly to remind them of Department Head
Staff Meetings
• Update City Code Book for City Manager throughout the year as required
• Prepare check requisitions as needed
• Prepare local, regional, and national travel arrangements on behalf of the City
Manager
• Prepare Information Technology Justification and Network Action Form requests
• Prepare files for storage in City storage vault as needed

3. 3
• Organize office supplies in storage area to increase accessibility
• Scan, right fax, and e-mail documents and attachments to the appropriate recipient
• City of Fort Myers Emergency Evacuation Team City Manager’s Office
Accountability Contact Person
• Perform in and knowledge of Future Land Use Map, Location Based Intelligence,
Eden System, Alchemy, and Google Earth applications
• Provide notarization services as needed
• Provide advanced secretarial, administrative, and business management support to
the City Manager
• Independently delineate Customer Request System (CRS) concerns and requests
to the appropriate City department for handling
• Contact and coordinate meetings with outside Government Agencies, businesses,
and constituents, such as the scheduling of Every Other Month Lunch Meetings
with other area City Managers, and schedule and calendar United Way Board of
Director meetings and Metropolitan Planning Organization (MPO) meetings.
• Correspond with (in person, in writing, and by phone) non-profit organizations
and community groups regarding the scheduling of speaking engagements,
meetings, and special events
• Create reference materials for City Manager’s out of office conferences
• Attend meetings as required (e.g.-NEOGOV, City Hall Fire Alarm Preparation,
Americans with Disabilities (ADA) seminar, General Employees Pension, City
Hall Mail System, Customer Response System (CRS), and Compensation and
Classification System meetings.)
• Plan and organize special events (e.g.-office birthdays, anniversaries, baby
showers, holiday parties, office parties, indoor picnic, Housing Authority’s Self
Sufficiency Program (Christmas gift to a deserving child), Salvation Army Angel
Tree event, etcetera.)
• Scan, right-fax, email, make photo copies, and personally distribute
correspondence to the Mayor and City Council and to Department Directors, on
behalf of the City Manager.

4. 4
• Meet and greet the Mayor and City Council members, constituents, vendors,
Department Directors, and other VIPs daily
• Refer or personally attend to office visitors’ inquiries that do not require the City
Manager’s immediate attention, to help alleviate the work load, and to preserve
the City Manager’s valuable time.
• Collaborate with finance to obtain in-advance checks for admissions, travel
expenses, etcetera, on behalf of the City Manager.
• Responsible for identifying correspondence materials for filing, maintaining,
updating, and continuously working to improve the City Manager’s filing system
• Work to provide and train other administrative staff to manage the office prior to
taking a vacation day or when its necessary to be away from the office
• Compose letters and memorandums from dictation, verbal direction, or from
knowledge of City policy and procedures, requiring knowledge of the City
Manager’s views, philosophy, and understanding of technical matters and issues
• Manage a variety of complex situations involving the handling of administrative
issues, to relieve the City Manager from administrative responsibilities, and to
increase the time he has available to manage the City and handle executive
matters
• Sign memorandums or letters on behalf of the City Manager when technical or
policy content has been authorized
• Assist the City Manager in scheduling and producing confidential administrative
correspondence such as Department Director Annual Performance Evaluations
and City Manager’s Annual Performance Evaluations
• Knowledgeable of City policies, procedures, and issues
• Contact or respond to contacts from high ranking individuals, handling each
contact using judgment and discretion
• Take initiative to specify staff to represent the City at meetings and forward
informative email correspondence pertaining to conferences to the appropriate
Department Director for their reference
• Read and review correspondence materials for accuracy, and alert the City
Manager to conflicts or departure from his policies or viewpoints

5. 5
• Independently make decisions to ensure requests and concerns are relayed to the
appropriate Department Director for handling
• Interpret requests, help implement action, and alert the City Manager of important
or emergency matters
• Analyze record keeping systems, office layout, and offer thoughts on creating
new systems, or revising established procedures as needed
• Responsible for retrieving The News-Press and The Wall Street Journal the City
Manager references daily
• Copy and file all correspondence the City Manager delegates to Department
Directors for handling
• Created color-coded filing system for City Manager’s Office
• Alert City Manager to word omissions, spelling, punctuation, word usage or
phrasing errors
• City Manager’s Office web content liaison, responsible for updating the City
Manager’s Office profile on the City of Fort Myers’ website

6. 5
• Independently make decisions to ensure requests and concerns are relayed to the
appropriate Department Director for handling
• Interpret requests, help implement action, and alert the City Manager of important
or emergency matters
• Analyze record keeping systems, office layout, and offer thoughts on creating
new systems, or revising established procedures as needed
• Responsible for retrieving The News-Press and The Wall Street Journal the City
Manager references daily
• Copy and file all correspondence the City Manager delegates to Department
Directors for handling
• Created color-coded filing system for City Manager’s Office
• Alert City Manager to word omissions, spelling, punctuation, word usage or
phrasing errors
• City Manager’s Office web content liaison, responsible for updating the City
Manager’s Office profile on the City of Fort Myers’ website