Administrative Assistant; Public Affairs

General Purpose

Performs Cashier duties as requested.

Performs advanced secretarial and administrative work for the specified Department Head.

This position is classified as an exempt, full-time position with a 40 hour work-week.

• Performs advanced secretarial and administrative work including, but not limited to transcribing correspondence such as letters, memoranda, general orders, rules and standard operating procedures.
• Greets and assists visitors, answers the phone and directs calls; and responds to general department inquiries.
• Opens, sorts and routes all correspondence to appropriate departmental personnel.
• Performs clerical duties such as scanning, filing, and managing office records and assisting in the work of the department as assigned by the Department Head.
• Files documents, drafts emails and answers telephone calls.
• Performs Cashier duties as requested.
• Coordinates meetings, prepares agendas and if necessary takes minutes and distributes to staff.
• Manages, updates Department Head's calendar, screens phone calls, and prepares email responses, memorandums and/or letters upon request.
• Provides coverage to departmental main phone line and ensures coverage at all times.
• Manages department common area and storage room to ensure they are presentable and organized at all times.
• Takes dictation and transcribes administrative correspondence through verbal dictation and/or the use of a dictating machine or similar recording equipment.
• Assists in the coordination of departmental budgets and other finance related activities.
• Orders supplies and equipment. Uses financial software to track purchase orders, invoices and requisitions for supplies.
• Maintains the departments' document imaging process, including the coordination of the imaging process, the storage of images, and the assurance of the integrity of documents.
• Develops and maintains the departments' record management system including the retention schedule for documents.

• Performs other related work as required.

• An Associate's degree from an accredited college in Public Administration, Business Administration or related field.
• Three (3) years' experience in the performance of general secretarial and clerical work.
• Must possess a valid driver's license.

• Must be fluent in the English language. Ability to communicate in Spanish is a plus.
• Considerable knowledge of modern office practices and procedures.
• Must be computer literate with knowledge of Microsoft Word, Publisher, Power Point, Excel, Word Perfect or a similar program.
• Ability to accept, receive and/or collect payments.
• Ability to prepare and/or process purchase orders.
• Ability to be held accountable for inventory/property management.
• Ability to make recommendations that impact the budget.
• Ability to manage the budget within assigned unit/division.
• Ability to determine allocation of budget among departments/divisions.
• Ability to manage the budget within assigned department.
• Ability to use small office equipment, including copy machines or multi-line telephone systems.
• Ability to use computers for data entry.
• Ability to create plans for and guide implementation of new technology systems.
• Ability to get along with others and work effectively with the public and fellow workers.
• Ability to meet and deal with the public and co-workers in an effective and courteous manner.
• Ability to deal with confidential and sensitive matters.
• Must be a non-smoker.
• The minimum requirements may be waived by the City Manager.

• Ability to balance, finger/grasp/handle with the hands or fingers; make rational decisions; reach with the hands and arms; express ideas through speaking accurately/loudly/quickly; use visual acuity to perform activities such as viewing a computer terminal; and walk from one work site to another.
• Ability to exert up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

In this summary, we are providing general information, which will be helpful to you in evaluating the City of Doral as your premier place to work. If you have questions concerning a specific item or interpretation, please feel free to contact Human Resources at .

An introductory period for an employee is twelve (12) months for entrance, rehire, and promotional appointments. In the event the employee accepts a promotional opportunity position within the City before an initial introductory period is satisfactorily completed, the initial introductory period starts over at the time the employee begins working in the new position.

The introductory period is considered a…