Salary : $39,291.20 Annually
Location : Port St. Lucie FL 34984, FL
Job Type: CONTRACTUAL
Job Number: 202402596
Department: UTILITY SYSTEMS DEPARTMENT
Opening Date: 05/01/2024
Closing Date: Continuous
POSITION SUMMARY
This is a contractual temporary position not to exceed September 30, 2024. This position is full time, 40 hours a week. After the applicable waiting period, the individual will be eligible for health benefits.
The City of Port St. Lucie is an equal opportunity employer.
This position requires the applicant to successfully pass a drug screening.
This position is Essential and is required to report to duty before, during, and immediately after a civil emergency.
Provides varied, complex, responsible office administrative support for utility operations and utility executive management. Responsibilities require the frequent use of tact, creativity, discretion, initiative, and independent judgment requiring general knowledge of the policies and procedures of the organization. Coordinates payroll/timekeeping, travel, compiling, maintaining, and verifying diverse records and accounts. Facilitates the development of public trust and confidence in the City and its Utility.
ESSENTIAL DUTIES

The following duties are illustrative for this position. The omission of specific duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Keeps the mission, vision and values of the City of Port St. Lucie at the forefront of decision making and action; builds strategic and collaborative relationships and interacts with others in a way that builds confidence and trust; provides excellent customer service by taking action to accomplish objectives, maintains high levels of work and productivity by generating innovative solutions to work situations.
• Performs duties of a staff assistant nature and participates directly in the work of the individual(s) supported. Secures details of specialized information, coordinating office work, and providing information regarding the services and operation of the unit. Drafts communications on behalf of Utility executive management, as assigned.
• Manages appointment calendars and schedules appointments using Outlook. Disseminates information to callers requiring judgment, knowledge, and interpretation of utility operations.
• Transcribes notes and minutes for conferences, meetings, functions, etc. as required.
• Sets up and maintains specialized office files, both electronic and paper. Make copies and files letters, reports, and related technical information in the prescribed manner, electronically and physically. Retrieves data for reports and assembles information for others' use. Opens, prioritizes, and processes postal mail and e-mail.
• Composes and types a variety of electronic and paper documents including correspondence, reports, forms, exhibits, maps, technical specifications, minutes of meetings, financial statements, memoranda, lists, schedules, manuals, booklets, newsletters, requisitions, purchase orders, and other written materials or documentation utilizing Microsoft Office and PDF creation/editing software. Creates PowerPoint presentations, Excel spreadsheets, and graphs. Creates PDF forms and dynamic PDF stamps.
• Performs research and retrieval of records including Public Records Requests. Records documents with the County Clerk electronically. Conducts statistical comparisons of information. Frequently use critical observation and problem-solving skills. Assists in the preparation and maintenance of department records.
• Coordinates vehicle maintenance, performs fixed asset tracking, and is the administrator for the Engineering division cloud storage.
• Collects and distributes locate request tickets, enters inspection report data into project database, and prepares data for use in water or sewer service shutdowns.
• Reconciles invoices, Visa charges, travel vouchers and statements, and other required financial documentation.
• Orders and maintains office supplies and office equipment (excluding computers) and verifies that Visa charges are in compliance with procedures set forth in the City's purchasing policy.
• Tracks and monitors Fixed Assets.
• Maintains travel, training, and education registration, and required coursework reimbursements for the department.
• Prepares payroll and maintains records for functions relating to payroll/timekeeping including coordination, data entry, tracking FMLA calendars, and overtime/compensation and statistical reports.
• Monitors programs and systems. May assist with Onboarding process (Tours).
• Assists in budget preparation and monitoring.
• May occasionally provide back-up support as department receptionist or department courier functions. Serves as back up in the administration and coordination of the department's Fob issuance and related security issues; including the issuance of FMLA paperwork.
• Other duties as may be assigned.

MINIMUM QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
EDUCATION AND/OR EXPERIENCE
Graduation from an accredited high school or possession of an acceptable equivalency diploma required. Graduation from an accredited college or university with an Associate's Degree in Office Management, Business Administration, or a related field preferred. Microsoft Word, Excel and Bluebeam Revu skills test will be given. Five (5) years of progressively responsible work experience involving staff assistance and advanced clerical support work required. Possession of valid Florida driver's license and maintenance of clean driving record required.
KNOWLEDGE, SKILLS & ABILITIES

• Knowledge of business English, spelling, and punctuation in order to prepare documents, compose letters, etc.
• Knowledge of office practices and procedures.
• Extensive knowledge of Microsoft Office Suite software with intermediate to advanced knowledge in creating Word documents, Excel spreadsheets, and PowerPoint presentations as well as PDF creation and editing software.
• Knowledge of cloud storage and "paperless" office practices are required.
• Knowledge of the Department and City's policies, procedures, and practices.
• Skill in the use of taking dictation or transcription of meeting notes and the composition of meeting minutes.
• Ability to analyze a variety of administrative problems and to make sound recommendations.
• Adapt an attitude of teamwork, collaboration, and adaptability.
• Ability to establish and maintain effective working relationships with employees and the public.
• Ability to communicate effectively in writing and orally.
• Ability to focus on the positive in every situation.
• Ability to model respect for individuals, teams, and the organization.
• Ability to stay centered when challenged.
• Ability to work under pressure and meet deadlines.
• Ability to follow through with assigned tasks.

PHYSICAL DEMANDS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit, talk, hear, and use hands to finger, handle, or feel. The employee is frequently required to walk and reach with hands and arms. The employee is occasionally required to stand and stoop, kneel, or crouch. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. The noise level in the work environment is usually moderate.
12 paid holidays per year

Vacation Leave:
1-3 years- 10 days
4-9 years- 15 days
10-19 years- 20 days
20 years- 25 days
PT employees accrue depending on hours worked
Personal Days :
2 days for non-exempt employees per year
3 days for exempt employees per year

Sick Time:
FT employees accrue 8 hours per month
PT employees accrue 4 hours per month

Retirement Plan:
The City contributes an amount equal to 11.4% of an eligible employee's biweekly earnings into a 401(a) Defined Contribution Plan. Employee contributes 1%.
457 Deferred Compensation Plan and Roth IRA
$50,000 Basic Term Life Insurance
$50,000 Accidental Death & Dismemberment Insurance
Short-Term and Long-Term Disability
Health, Vision and Dental Insurance

Optional Benefits:
Tuition Reimbursement
Flexible Spending Account
Wellness Program
Health Reimbursement Account
Employee Assistance Plan
Supplemental Life
Legal insurance
The of City Port St. Lucie provides a wide array of benefits to meet the diverse needs of our employees. For additional details on benefits offer by the City of Port St. Lucie, see the link below.
01

Do you have a high school diploma or equivalent GED? A high school diploma or GED must be presented at time of employment.

• Yes
• No

02

Describe your highest level of education and type of degree.
03

Do you have a valid Florida driver's license?

• Yes
• No

04

Do you have a clean driving history?

• Yes
• No

05

Are you proficient using Microsoft Office Suite programs including Word, Excel, PowerPoint and Outlook?

• Yes
• No

06

Do you have aminimum of five (5) years of progressively responsible work experience involving staff assistance and advancedclerical support work?

• Yes
• No

Required Question