Administrative Assistant

Salary: $45,877.58 - $66,979.88 Annually
Location : Venice, FL
Job Type: Full-Time
Job Number: 2385
Department: Planning & Zoning
Opening Date: 06/03/2026
Closing Date: 6/12/2026 12:00 PM Eastern

Description
Starting salary to commence at $45,877 except in extenuating circumstances.

General Statement of Job

Responsible, complex secretarial and administrative work assisting a department or major division in the operation of assigned functions. Prepares correspondence independently; performs administrative duties and other functional tasks and may perform payroll and personnel related duties, as directed with latitude for the use of independent judgment.
City Expectations:

Certain essential city services are required to be maintained in any civil emergency. Depending upon the type of emergency, any and all employees may be activated as essential employees in the event of an emergency.

Duties & Responsibilities
Specific Duties and Responsibilities

Essential Functions:

Performs all general office functions including, but not limited to, data input, records management, procurement, training, communications, payroll, etc.

Responsible for all routine departmental or divisional personnel related documentation.

Addresses public inquiries and complaints regarding department operations, policies and projects.

Serves as the departmental/divisional liaison with other city departments, elected officials, regulatory agencies, private industry, and the general public.

Interprets and coordinates all applicable governing regulations and compliance requirements.

Conducts research, compiles information including statistical data and prepares required/ requested reports or projects for distribution. Coordinates public awareness mailings and other information as needed.

Composes correspondence and develops/updates directives, bulletins, schedules, agendas, forms, and brochures.

Plans, schedules, coordinates, and participates in departmental/divisional meetings, conferences or committees. May be required to attend and/or compose minutes.

May assist in budget administration and monthly procurement expenditures.

Contributes to improving the operations and efficiency of all work processes to decrease turnaround times, streamline procedures, and provide quality customer service.

For the Planning & Zoning Department:
11. Oversees the volunteer program, including recruitment, training, and retention.
12. Responsible for the operation of the gift shop, including sales, inventory, and financial reporting.
Responsibilities:

Responsible for the coordination, accuracy, and timeliness of all assigned functions and operations. Responsible in work to the Department Director or designated supervisor.

Minimum Qualifications
Minimum Education and Training

High School Diploma/equivalent and two years responsible clerical/administrative experience. Possess a valid Florida Driver's license, free of any serious violations or ability to obtain within thirty (30) days from date of hire.
Minimum Qualifications and Standards Required

Skill Requirements:

Must be able to coordinate the functions of a multi-faceted operation effectively handling multiple priorities and the pressure of deadlines. Must be able to communicate in a clear, professional manner and to establish and maintain effective working relationships with elected officials, vendors, supervisors, co-workers and the general public. Ability to work independently with minimum direct supervision.

Requires a working knowledge of the current version of the Microsoft Office Professional software suite including proficiency with Word and Excel. Must have a basic understanding of the current version of the Microsoft Windows operating system. Familiarity with Central Square Software applications based on an iSeries system is preferred. Working knowledge of current versions of Internet browsers and Microsoft Outlook is also highly recommended.

Ability to learn specific computer applications used in the Department.

Physical Requirements:

Work is essentially sedentary with occasional walking, standing, bending, and carrying items under 25 pounds such as books, papers, etc. Requires finger and wrist dexterity and hand/eye coordination to perform keyboard functions. Ability to see; hear well, with or without aids; and speak clearly and distinctly. Reasonable accommodation will be considered for individuals with physical disabilities.

Supplemental Information
Working Conditions:

Work is primarily performed in an office environment.

Other:

It is understood that every incidental duty connected with operations enumerated in the job description is not always specifically described, and employees, at the discretion of the City, may be required to perform duties not within their job descriptions.
Applicants (with the exception of current city employees) given a conditional offer of employment will be subjected to physical examination, drug, tobacco/nicotine screening, review of driver's license record, criminal background, and references from previous…