Administrative Assistant II

The purpose of the class is to provide highly responsible, diversified office administration for an assigned department or elected official(s). The class is responsible for providing information, serving customers, maintaining files, preparing correspondence, data entry, overseeing or performing major office functions, supporting elected officials and boards, special projects, supervising staff as assigned and other office tasks.

• Issue, complete, unitize and close all work orders.
• Greets customers, clients, or general public; provides or gathers information; provides services or refers to appropriate person or activity.
• Answers phones and routes calls, answers questions, and takes messages.
• Oversees or prepares forms, letters, booklets, brochures, reports, purchase orders, medical records, board meeting agendas, and other forms or records and correspondence as required.
• Gathers information for entry into computer system; extracts information or reports as necessary.
• Process billing information; audit and monitors billing accounts; resolves problems with billing.
• Oversees office functions such as payroll entry, personnel records, financial and business processes, inventories, budgets, training, contracts, public information, special projects or events, and others.
• Maintains files; extracts and summarizes information; provides information to internal or external agencies as required; coordinates with other staff, departments, or outside agencies.
• Maintains schedules and calendars for staff; makes travel arrangements; schedules and/or attends training seminars or classes; plans and coordinates social events such as receptions and luncheons.
• Attends board and committee meetings; prepares minutes as needed.
• Oversees or processes incoming and outgoing mail and routing to appropriate person or office.

• Maintains supply inventories of meters, regulators and office supplies; prepares purchase orders; pays invoices; completes P card transactions.
• Operates and performs minor maintenance on office equipment.

• Requires a high school diploma or GED equivalent; and a minimum of four (4) years of prior customer service experience in public or business administration or related subject, or an equivalent combination of training and experience, which provides the required knowledge, skills, and abilities necessary for satisfactory job performance.

• Must have experience with Microsoft Office®™© applications, data entry, proficient keyboarding skills, telephone etiquette, and ability to handle difficult situations with assisting customers, problem solving and multitasking.

• Must be able to communicate clearly orally and in writing.

• Prior experience with HTE Navi Line, creating work orders, and utilization in a utility or municipal environment is desirable. May require occasionally working outside regular business hours.

• Must be able to type 35cwpm. Typing test will be administered.

• Requires a valid State of Florida driver license and a satisfactory driving record as a condition of initial and continued employment.

• Notary Public preferred.

• Special skills or equipment certification may be required.