Administrative Assistant

Overview

Under general supervision, performs a variety of administrative support and secretarial functions for one or more staff/management personnel or assigned board/committee; and performs related duties as assigned.

The following duties have been provided as examples of the essential types of work performed by positions within this job classification. Management reserves the right to add, modify, change or rescind work assignments as needed.

• Composes, types, transcribes, and edits a variety of correspondence, reports, memoranda, and other materials including bid specifications and contracts from written draft, tape or dictation.
• May transcribe minutes and dictation requiring the understanding of complex terminology.
• Plans, schedules, composes agenda, attends and takes minutes of board or committee meetings, hearings and conferences.
• Reviews reports, paperwork and other information for completeness and accuracy; and makes corrections and adjustments necessary for accuracy.
• Maintains computerized or manual data files.
• Responds to requests for information from the general public or other departments including requests for public records.
• Greets the public; answers, screens, directs or refers incoming calls, mail and visitors; logs, routes to appropriate authority or handles citizen complaints.
• Receives, receipts, posts and balances funds received from the general public; posts and balances a variety of business transactions and ensures proper accounting records are maintained.
• Prepares purchase orders and tracks budget or grant expenditures; assists with preparation of the annual budget; orders operating supplies and materials.
• Performs data entry of information such as personnel related data, payroll data, service requests, reports or invoices depending on area of assignment.
• Processes and maintains a variety of human resources documents including hiring requisitions, appraisals, status change forms and attendance records.
• Develops and maintains various databases related to departmental operations, generates computerized and other reports related to area of responsibility.
• Maintains schedules, completes travel arrangements, makes records of itineraries and processes travel requests for advances or reimbursement.
• Sets up and maintains office filing system.
• Meets with members of the general public to respond to questions, review and process paperwork or provide information and City sponsored services.
• Performs duties of co-workers as assigned to ensure continuity of operations during absences.

• Knowledge of the City’s governmental organization, and departmental policies and procedures.
• Knowledge of standard office principles and procedures.
• Knowledge of the basic capabilities and functions of standard software applications including word processing, databases, spreadsheets and presentations.
• Knowledge of basic math and accounting principles.
• Knowledge of record keeping/file maintenance practices and procedures.
• Knowledge of principles of business English, grammar and punctuation.
• Knowledge of principles of effective customer service and telephone etiquette.
• Ability to prioritize competing demands to ensure work is completed in a timely manner.
• Ability to use of various office machines including phone, fax, copiers, calculators and in operating personal computers and Microsoft Office applications.
• Ability to touch type and to perform data entry tasks including accurately coding, recording, retrieving and verifying information.
• Ability to coordinate calendars, appointments, room assignments, etc.
• Ability to utilize public relations techniques in responding to inquiries and complaints.
• Ability to establish and maintain effective working relationships with those contacted in the course of work.
• Ability to communicate effectively, both orally and in writing.

• Work is performed in an office environment.
• Frequent use of computers and peripherals, standard software applications, calculator, telephone, fax and copier.

The equivalent of a High School diploma and three (3) years experience in an administrative support or secretarial position; or an equivalent combination of training and experience.

Some positions may require a valid Florida Drivers’ License. May also require State of Florida Notary Public.