Administrative Support Assistant

Position: Administrative Support Assistant 2

Overview

Performs difficult skilled clerical work assisting an executive with a variety of office assistance and administrative tasks. Work is performed under general supervision.

Responsibilities

• Schedules appointments and maintains calendars
• Answers/responds to phone calls
• Screens visitors, emails and calls
• Provide internal and external customer service
• Inventory/Package and receiving
• Data entry and general computer work
• Prepares routine correspondence
• Proofs and edits documents
• Compiles and logs information
• Report tracking
• Information sharing
• Cashiering as applicable
• Inventory control
• Support time management and payroll functions
• Participates in projects
• Creates purchase orders, processes billings and receives payments
• Works under minimal supervision
• Trains others on customer service standards
• Researches and gathers information
• Performs data analysis

Supervisory Responsibilities

None

Requirements

• Thorough knowledge of standard office practices, procedures, equipment and office assistance techniques
• Thorough knowledge of business English, spelling and arithmetic
• Thorough knowledge of the organization and functions of the department and of general administrative policies and practices
• Ability to keep office records and to prepare accurate reports from file sources
• Ability to perform and organize work independently
• Ability to type and transcribe dictation at a reasonable rate of speed
• Ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor
• Skill in the operation of personal computer equipment and related office software
• Ability to establish and maintain effective working relationships with associates and the general public
• Excellent customer service
• Problem solving capability
• Ability to communicate effectively
• Conduct data analysis
• Ability to respond to controversial issues
• Technology proficient

Education and Experience

High school diploma, GED, or equivalent; college preferred; 2-5 years of office experience; or an equivalent combination of relevant education and experience which provides the necessary knowledge, skills, and abilities and other competencies necessary for the position.

Licenses, Certifications,

Special Requirements

• Valid Florida Driver’s License required

Physical and Mental Demands

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, as established in the Americans with Disabilities Act.

Essential Physical Skills

• Prolonged periods of sitting at a desk and working on a computer

Mental Demands

• Required to use written and oral communication skills
• Read and interpret data, information and documents
• Work under deadlines with constant interruptions

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. This is a sedentary position in an office environment.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Performs other related duties as assigned.

Legal Information

All City of Bartow employees are considered EOC essential in times of emergency. An e‑role will be provided to each employee when an emergency is declared. As a City of Bartow employee, you are a public servant of a local entity and are responsible to adhere to the Florida State Statute governing the Code of Ethics for Public Officers and Employees Florida State Statute Chapter 112.

Additionally, all Bartow employees are subject to Chapter 119 of the Florida State Statutes which governs public records.

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