Administrative Specialist II - Water Resources Job Ocala area,Florida USA,Administrative/Clerical

This is an administrative position providing general clerical services and related duties specific to the department. Within scope of responsibility, exercises independent judgment, initiative and discretion based on knowledge of applicable administrative policies and procedures in performing daily activities. Work involves routine contact with officials of the City, customers, and the public. Exercises trustworthy service, courtesy, tact and diplomacy in dealing with others.

Work can be of a highly confidential nature and involves the skilled use of a computer. Works under assigned supervision

ESSENTIAL DUTIES AND RESPONSIBILITIES

Correspondence:
Prepares memos, letters, forms, statements and correspondence on a variety of subjects.

Record Keeping:
Maintains files and various records for the department.

Customer Service:
Communicates clearly and courteously to deal with people by phone, in person, in writing and in some departments by two-way radio.

Reports:
Prepares various reports which may include: petty cash, travel, billing, etc.

Administrative:
Schedules appointments, meetings and makes travel arrangements. May attend meetings taking notes and transcribing dictation.

Payroll Clerk:
Prepares payroll and maintains departmental records.

Dispatching maintenance technicians to assist with customer concerns or repairs

Entering customer service orders into Cogsdale for processing

Perform any other related duties as required or assigned.

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE

High school diploma or GED required
Two (2) years related experience and/or training.
Or equivalent combination of education and experience.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

Must possess and maintain a valid Florida Operators Driver's License with an acceptable driving record.

SUPERVISORY RESPONSIBILITIES

None.

COMMUNICATION SKILLS

Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts such as fractions, ratios, and proportions to practical situations.

CRITICAL THINKING SKILLS

Ability to utilize common sense understanding in order to carry out written, oral or diagrammed instructions. Ability to deal with problems involving several known variables in situations of a routine nature.

SUPERVISION RECEIVED

Under general supervision where standard practice enables the employee to proceed alone on routine work, referring all questionable cases to supervisor.

PLANNING

Considerable responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work; may also occasionally assist in the planning of work assignments performed by others within a limited area of operation.

DECISION MAKING

Performs work operations which permit frequent opportunity for decision-making of minor importance and also frequent opportunity for decision-making of major importance; the latter of which would affect the work operations of other employees and/or clientele to a moderate degree.

MENTAL DEMAND

Close mental demand. Operations requiring close and continuous attention for control of operations. Operations requiring intermittent direct thinking to determine or select the most applicable way of handling situations regarding the organization's administration and operations; also to determine or select material and equipment where highly variable sequences are involved.

ANALYTICAL ABILITY / PROBLEM SOLVING

Moderately structured. Fairly broad activities using moderately structured procedures with only generally guided supervision. Interpolation of learned things in somewhat varied situations.

USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS

Regular use of complex machines and equipment (desktop/laptop computer and software, road and production machines and equipment, etc.)

ACCURACY

Probable errors of internal and external scope would have a moderate effect on the operational efficiency of the organizational component concerned. Errors might possibly go undetected for a considerable period of time, thereby creating an…