COMMISSION ADMINISTRATIVE ASSISTANT

Position Summary Essential Duties and Responsibilities:

The Commission Administrative Assistant assists with preparing reports, coordinating special projects of varied nature, handling problems involving the public, government officials, or others, preparing correspondence, purchasing supplies, managing the surplus property disposal program, and maintaining financial and other types of records associated with the programs. Coordinates information to various City departments and assists with special projects and emergency situations as needed.

Essential Responsibilities:

• Relieves the Commissioners of routine administrative duties.
• Greets visitors to the Commissioner’s office, determines the reason for the visit, and either provides information or refers the matter to the appropriate person.
• Answers the telephone, answers questions, and provides information to the public, the media, and officials regarding the City Commission, in a professional and polite manner, and forwards calls and/or information to departments.
• Answers correspondence of moderate difficulty.
• Refers complaints to the Commissioners and follows up to determine the action taken, addresses complaints, when possible.
• Communicates directives to staff and others on behalf of the Commissioners through telephone, or face-to-face, as necessary.
• Coordinates work with the Engineering Office, such as receiving bids and assisting at openings.
• Coordinates activities with FEMA, law enforcement, and others in emergencies or other situations, as needed.

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  Relays information to animal control, solid waste, maintenance, IT, etc. from callers.
• Assists with special events as needed.
• Coordinates travel and meetings and keeps schedule of events for the Commission Chairman.
• Schedules and coordinates meetings as directed by the Commission Chairman.
• Coordinates travel arrangements for the Commissioners, which may include making flight reservations, hotel accommodations, etc.
• Receives invitations for the Commission Chairman, sends appropriate responses, and maintains schedule of events.
• Schedules Commission Chamber meetings.
• Creates agendas.
• Coordinates and posts closings of courthouses and County buildings in inclement weather or emergency situations. Works with the Public Information Officer.
• Conducts purchasing activities for the Commission Chairman and maintains associated records.
• Obtains required purchase orders.
• Inventories and purchases supplies for the office.
• Prepares all office purchase orders.
• Verifies receipt of supplies.
• Manages the City Surplus Disposal Program and vacant lot inventory.
• Interacts with Commission and all City agencies regarding the program for disposal of excess city owned equipment.
• Photographs surplus items and prepares correct descriptions for surplus items entered into the disposal program.
• Logs all information into City computer system and posts on “Gov-Deals” website for auction.
• Monitors bids and arranges for payment and pick up items sold by bid.
• Receives payment for sold items and maintains all County records regarding sold items.
• Receives invitations for the Commissioners, sends appropriate responses, and maintains schedule of events.
• Answers general commission emails, copying others, forwarding, and following up as necessary.
• Receives, opens, stamps, and distributes incoming mail and packages to appropriate parties.
• Requires regular and prompt attendance plus the ability to work well with others and work well as a team.
• Performs other related duties as assigned.

Knowledge, Skills and Abilities:

• Knowledge of modern office practices, procedures, systems, and equipment including computers and software.
• Knowledge of departmental operations and organization.
• Knowledge of the principles of general management and accounting.
• Knowledge of business English, spelling, arithmetic, and departmental terminology.
• Knowledge of principles of communication.
• Knowledge of local community agencies and leaders.
• Skill in dealing with people in a diplomatic manner.
• Ability to use a computer to store, retrieve, and compile data and prepare reports and correspondence.
• Ability to establish and maintain effective working relationships with officials, other employees, and the public.
• Ability to use sound judgment in analyzing problems and formulating solutions.
• Ability to communicate effectively, both verbally and in writing.
• Ability to maintain a variety of records, and to prepare reports and answer questions from the records.
• Ability to handle complaints and provide information in a courteous diplomatic manner.
• Ability to use and operate office equipment such as computer, calculator, copy machine, fax machine, telephone systems, two-way radio, etc.
• Ability to set priorities and plan and implement activities to maximize efficiency.
• Ability to manage multiple priorities and multiple demands to accomplish tasks in accordance with established requirements.

Education and/or Experience:

High school diploma or equivalent and five (5) years of experience assisting a department head or high-level official in an environment with multiple demands, or an equivalent combination of education and experience.

Bachelor’s degree in accounting, psychology, sociology, business administration, public administration, or closely related field preferred. Experience in a government agency preferred.

Environment & Physical Requirements

The work is light work which requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects. Additionally, the following additional physical abilities are required: sufficient manual dexterity to handle paperwork, operate a personal computer, telephone, copier, and other related office equipment. Speaking at a level to convey information, hearing at normal speaking levels, mental acuity, repetitive motion, reaching, grasping, feeling, stooping, kneeling, lifting, and walking. Visual acuity at a level to view computer terminal, analyze data, read extensively, and at a level to determine accuracy and thoroughness of work assigned. Work is performed in a relatively safe, secure, and stable office environment.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel in this position.

An individual must be able to perform the essential functions of the job with or without reasonable accommodation. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.