Administrative Assistant - Public Works

Description

Performs advanced administrative, clerical, and coordination duties in support of the Public Works Department. This position provides high level administrative supoort to the Public Works Director and departmental leasdership, and assists with departmental operations, customer service, records management, procurement coordination, and reporting. This position requires strong organizational skills, independent judgment, and the ability to coordinate multiple administrative functions in a municipal environment.

Examples of Duties

• Maintains appointment calendar and schedules appointments as instructed; advises supervisor of important meetings; makes travel arrangements as requested
• Maintains time and attendance records and prepare payroll for the supervisor's signature
• Monitors office supply inventory and prepares requisitions for supplies, printing, and other services
• Attends meetings and conferences and takes minutes as requested
• Assists with the preparation and tracking of purchase requisitions, purchase orders, and invoices
• Assists with departmental budget tracking, report preparation, and financial documentation
• Work problems involving significant departure from standard policy or procedure are reviewed with the supervisor for final determination
• Compose and type correspondence of a routine nature; revise and develop formats for forms and reports. Collects and organizes data from various sources and prepares routine and periodic reports; may tabulate and verify totals
• Establishes and maintains a comprehensive filing system; maintains and updates office manuals
• Compiles data within specific accounting areas for preparation of financial reports and statements; assembles and compiles data used for preparing budgets and prepares reports as required
• Establishes and maintains electronic document retention files to include the identification, indexing, and storage of information in accordance with City record-retention policies
• Assists with document preparation and management for projects, contracts, and departmental initiatives
• Performs varied, complex administrative, and/or clerical work of above-the-average difficulty, and usually of a specialized nature and involves complicated and varied procedures or work methods and permits reasonable initiative and independent judgment
• The primary functions of this classification are maintaining complex records, and databases; collecting, compiling, and analyzing statistical and operational data for reports; providing information and customer service to internal staff and the public; and gathering, reviewing, and verifying technical or administrative information to support departmental activities and decision-making
• Gathers and organizes information from various sources and types of statistical reports. Researches varied records and files, retrieves and provides information according to department policy; may summarize data and prepare reports
• May prepare memoranda, reports, correspondence, and other materials from notes, recordings, or dictated instructions using office productivity software
• Prepares, enters, and formats technical, statistical, and financial data and reports using Microsoft Word, Excel, and other office productivity and data management systems
• Creates forms, formats, and other unique typing jobs; reviews and reconstructs material for proper format, grammar, continuity, and punctuation to ensure the final document is complete and accurate
• Serves as primary point of contact for citizens, vendors, and internal departments. May answer difficult inquiries and customer complaints, explains functions and services of the department; requests action from the proper department, and records action with an Computer Maintenance Management System (CMMS) or electronic mail
• All other duties as assigned

Typical Qualifications

EDUCATION AND EXPERIENCE

• High School Diploma or General Education Degree (GED) equivalency.
• Three (3) years of progressively responsible administrative experience; or an equivalent combination of education and experience
• Associate's Degree in Business Administrative, Public Administration, or related field preferred
• Typing speed of 25 to 60 WPM
• A comparable amount of training, education, or experience may be substituted for the above minimum qualifications

• Must possess a valid Florida Driver’s License.
• Knowledge of modern office procedures and administrative practices
• Ability to utilize a Computer Maintenance Management System (CMMS)
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint)
• Some knowledge of effective supervisory techniques may be required.
• Skilled in providing excellent customer service.
• Ability to operate personal computers, various office equipment, and software/programs such as scanners, copiers, Microsoft Office Suite, etc.
• Ability to sit and operate a personal computer for extended periods of time
• Ability to work independently, maintain confidentiality, and adhere to established routines and practices
• Ability to compose and proofread correspondence/documents
• Ability to establish and maintain effective working relationships with employees and the public
• Ability to learn codes, policies, and procedures of assigned areas, and to maintain moderately complex records
• Ability to communicate effectively both orally and in writing
• Microsoft Word and Microsoft Excel are a must for this position. Must have knowledge of using a fax machine, copier, calculator, and answering a multi-line telephone