Administrative Assistant - Utilities Department

Veterans' Preference Applies

The City of Delray Beach does not discriminate on the basis of race, color, national origin, sex, religion, age or disability, marital status, family status or sexual orientation in employment or the provision of services.

The City of Delray Beach is a Non-Tobacco Workplace. The City will not consider applicants who have used tobacco or nicotine products for a period of at least three months prior to application for employment. The definition of "tobacco or nicotine products" includes but is not limited to cigarettes, cigars, chewing tobacco, pipes, snuff, e-cigarettes and nicotine patches or gum.

This work involves complex and responsible clerical support and staff assistance activity. Duties are generally like the Staff Assistant classification except that the scope of responsibility and degree of knowledge required is more complex and advanced. Work is performed under general supervision. Perform related work as required.

• Perform duties of an Administrative Assistant nature and participate directly in the work of the individual involved. Secure details of specialized information, coordinate office work and provide information regarding services and operation of the unit.
• Receive and screen phone calls and take messages and re-route call. Receive and distribute mail for the department.
• Perform research and retrieval of records, reports, forms, memoranda, letters, etc. Conduct statistical comparison of information as assigned. Assist in the preparation of and maintenance of office records, requisitions.
• Assist in departmental payroll preparation and budgets as assigned.
• Schedule meeting, conferences, prepare agenda and back up materials for meetings. Take and transcribe notes and minutes of conferences, meetings and functions as required. Receive and screens calls.
• Prepare forms and compose letters. Set up and maintain specialized office files. File letters, reports and related information as prescribed. Assemble information for other use, open, prioritize and process mail.
• Type using PC based word processing software. Type information or enter data into computer containing technical terminology. Retrieve data for reports as requested.
• Attend meetings, monitor programs and systems and perform office management functions as directed.
• Assist in budget preparation and monitoring as assigned.
• Fosters positive employee relations and employee morale on a City-wide basis.

Other duties may be required and assigned.

• High School graduation or possession of an acceptable equivalency diploma.
• Two years of related experience involving secretarial/clerical duties including the operation of a PC, Keyboard, mouse or similar data entry equipment.
• Some administrative experience preferred, or two years satisfactory experience as a Staff Assistant
• Must possess superb typing skills with speed and accuracy and pass a typing test with a minimum of 35 wpm.

Knowledge of Business English, spelling and punctuation, in order to prepare documents and compose letters, etc. Knowledge of office practices and procedures. Knowledge of mathematics. Knowledge of the unit and City's policies and procedures and practices. Ability to work independently and to adhere to established policies and procedures. Ability to establish and maintain effective working relationships with employees and the general public.

Ability to take and transcribe dictation and or minutes as required. Ability to operate a PC, Keyboard or Computer. Ability to communicate using speaking, hearing and visual skills. Skill in policy interpretation and application. Physical condition commensurate with demands of the position. Ability to communicate effectively in oral and written form. Ability to adapt to an evolving and continually improving environment.

The abilities expected of all employees include being able to respond to supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with stated policies, be appropriately groomed and attired so as to present a professional image in accordance with the organization's mission, goals, and policies; report for…