Administrative Specialist III- Ocala Fiber Network Job Ocala area,Florida USA,Administrative/Clerical

This is varied and highly responsible administrative, secretarial and clerical position.

Correspondence: Prepares memos, letters, forms, statements, reports and correspondence on a variety of subjects from simple to complex or technical, confidential matters. May include taking dictation, transcribing and composing correspondence or staff meeting minutes.

Record Keeping/Reports: Maintains files and various records for the department. Compile, research and prepare various complex reports, which may include payroll, petty cash, travel, budget, billing, purchase requisitions, material requests, etc Responsible for imaging records and record destruction/retention.

Customer Service: Communicates clearly and courteously to deal with people by phone, in person, in writing and in some departments by two-way radio. Assists in answering telephones handling complaints, answering questions, screening calls, taking messages and routing calls.

Administrative:Schedules appointments, meetings, training and makes travel arrangements. May assist in the preparation and typing of the annual budget. Administers budget expenditures. Communicates city policies and procedures to departmental staff and apply a working knowledge. Participates in various department and city committees. Provides assistance on major projects, which may include extensive research. Attends meetings and performs other duties for Administrative Supervisor as assigned.

Payroll Clerk: May be required to prepare payroll or serve as back-up to the department's payroll clerk. Maintains highly confidential information. Maintains employee attendance and salary records. Must have working knowledge and the ability to apply city policies and procedures related to personnel rules and payroll practices.

Supervision: May be required to supervise administrative support and clerical personnel in supervisor's absence.

Ocala Fiber Network

Essential Duties and Responsibilities:

Maintains good working relationships with Telecommunications staff, City Departments, and external customers.

Handles general customer calls; including starts, installations, pricing, billing, construction progress, and transfers.

Inputs requisitions, purchase orders, and invoices from vendors.

Updates the Standard Operating Procedures for the Ocala Fiber Network Department as needed.

Prepares Council Agenda items in Minute Traq as needed.

Prepares contracts for external customers.

Orders supplies and parts for daily operations of the Telecommunications department as needed.

Assists in Budget preparation.

Assists in various monthly reports for the City Manager’s Office.

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, supplemented by courses in business practices and the secretarial field
Must have three years' experience in secretarial and administrative work of a progressively responsible and technical nature with transcription experience and a strong working knowledge of computers
Must have three-years previous work experience dealing with the general public
Equivalent combination of training, education and experience may be acceptable

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

Must possess a valid Florida Driver's License with an acceptable driving record

ANALYTICAL ABILITY / PROBLEM SOLVING

MODERATELY STRUCTURED.

Fairly broad activities using moderately structured procedures with only generally guided supervision.

PLANNING

With regard to general assignments in planning time, method, manner and/or sequence of performance of own work. CONSIDERABLE RESPONSIBILITY; 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 opportunity for decision-making of minor importance. FREQUENTLY;
Performs work operations which permit opportunity for decision-making of major importance. FREQUENTLY;

COMMUNICATION SKILLS

Ability to effectively communicate information and respond to questions in person-to person and small groups situations.

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…