Administrative Services Specialist - Public Works

Job Title

Highly responsible, confidential administrative/secretarial support for the Director.

Plans, initiates and carries to completion executive level administrative support in the assigned Department, its Director and Managers.

Handles sensitive and privileged information.

Relays instructions on behalf of the Director to department managers and follows up on staff assignments.

Acts on direct instructions from the Director and provides follow up reports, verbally or written, on a timely basis.

Maintains control of records of incoming correspondence and action documents and follows up on work in progress to ensure timely reply or action.

Transmits policies, directives, instructions, and general orders to appropriate personnel, as directed by the Director.

Composes and prepares letters and memorandums as directed.

Prepares reports, Commission agenda items, meeting minutes and presentation.

Reviews outgoing correspondence/reports being submitted for the Director's signature or approval for proper format, grammar, punctuation and consistency with procedural standards.

Reviews and processes attendance sheets for direct reports to the Director.

Handles complaints from citizens or refers to appropriate Division for attention.

Uses independent judgement in communicating with internal and external customers.

Arranges meetings, schedules appointments and maintains appointment calendar of scheduled meetings or events, and apprises Director of same.

Provide Director with appropriate background information or files relative to scheduled meetings.

Accesses, inputs and retrieves information from a computer.

Review correspondence files at the end of each calendar year, referring files to storage or other departments for retention, with Director's approval.

Responsible for managing the American Public Works Association (APWA) self-accreditation process.

Works closely with the Director in revising, editing and distribution of policies and procedures to meet all the standards for reaccreditation.

Works closely with management staff to adhere to the Mid-Term Report and reaccreditation timeline for preparation of documentation for APWA site visits.

May provide lead to Department support staff.

Thorough knowledge of administrative principles and practices; modern office practices; business English, spelling, punctuation and business arithmetic, overall operations and functions and scope of department to ensure accuracy of work product.

Ability to utilize problem solving techniques; make decisions recognizing established precedents, departmental policies, procedures and administrative direction, using resourcefulness and tact in resolving problems, determine work priorities, assignments and ensure task completion.

Ability to deal with the public and city personnel tactfully and courteously; establish and maintain effective working relationships with other employees and the public.

Must be efficient, reliable, responsible, trustworthy and capable of exercising independent judgement in evaluating situations and making decisions without supervision.

Ability to handle sensitive information and maintain confidentiality.

Ability to work with considerable independence; capable of withstanding pressure and completing job assignments within a limited period.

Considerable skill in administrative office management procedures and duties; be skilled in the operation and care of a computer, FAX machine, copy machines and other assigned office equipment.

Must be capable of typing 60 words per minute.

Ability to plan, coordinate and produce required documentation to maintain accreditation for the department.

Education and Experience:

High School Diploma from an accredited high school or possession of an acceptable equivalency diploma is preferred, supplemented by college-level and field-related courses. Five (5) years office management or progressively responsible administrative work. (A comparable amount of training, education and/or experience may be substituted for the above qualifications.)

Licenses and

Certifications:

Must possess a valid State of Florida Class E Driver's License by date of hire.

Emergency Response Responsibility:
Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event. All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description.

Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.

Vets Preference Statement:
The City of Nort Port, FL is an Affirmative Action/ADA/Veterans' Preference and Equal…