Administrative Specialist III - DPW

STARTING PAY: $15.00/hr (Internal employees: Or, 8% above current hourly rate, whichever is greater.)

REPORTS TO: Assistant Director of Public Works

BENEFITS OF WORKING FOR THE CITY OF BROOKSVILLE:

20 days of PTO for the first year (unutilized hours roll over) and accrual increases with years of service

12 paid holidays and 2 floating holidays

Flexible scheduling for participating departments

Florida Retirement System Pension and Investment Plan

Employer paid health coverage

Tuition reimbursement up to $5,250 a year!

JOB SUMMARY/OVERVIEW OF THE POSITION: This position is responsible for performing a broad range of administrative and clerical support duties to include typing, data entry, and scanning of documents. This position requires strong attention to detail, working knowledge of computer systems and scanners. The incumbent will be working within the Public Works Department modernizing the storage of records, plans and other documents.

ESSENTIAL JOB FUNCTIONS:

• Provides secretarial/clerical support for the assigned department/division; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.
• Provides secretarial/administrative support for management and/or staff of assigned department/division; relieves management staff of routine administrative tasks; screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response; maintains department calendars and schedules meetings, appointments, or other activities; records and transcribes dictation, meeting proceedings, or other information; types, composes, edits, or proofreads various documentation.
• Acts as liaison with other departments/divisions, professional individuals/groups, and the public in matters pertaining to office programs or operations; conveys information among division/department personnel.
• Performs customer service functions; answers telephone calls, greets visitors, and assists individuals at front counter; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; provides information/assistance regarding department/division services, activities, procedures, forms, fees, or other issues; distributes forms/documentation as requested; responds to routine questions/complaints and initiates problem resolution.
• Coordinates travel arrangements, flight reservations, accommodations, conference registrations, or other travel-related plans for department/division staff; calculates and processes per diem checks.
• Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies; conducts periodic inventory counts; maintains records of supply usage.
• Processes purchasing documentation; researches products/prices with vendors and obtains competitive price quotes; enters purchase order, field purchase order, and blanket purchase order data into computer system; prepares purchase orders; maintains purchasing records. • Processes invoices for payment; reviews invoices for accuracy, researches discrepancies, reconciles with monthly statements, and assigns proper budgetary code; forwards invoices to Finance Department for payment.
• May maintain petty cash fund for assigned area; disburses funds for expenditures as appropriate; ensures proper documentation of expenditures; balances fund and prepares reconciliation reports; requests reimbursements as needed.
• Processes payroll documentation; reviews timesheets for accuracy and completeness; makes calculations and researches discrepancies; enters payroll data into computer for payroll processing; maintains attendance records and processes payroll corrections as needed.
• Assists in preparing and/or monitoring budget for area of assignment; monitors status of expenditures in relation to available funds in budget accounts; prepares budget transfer forms.
• Operates fax machine to send/receive documentation; transmits faxes on behalf of department/division staff; distributes/delivers incoming faxes to appropriate personnel.
• Copies/scans and distributes forms, reports, correspondence, and other related materials.
• Processes incoming/outgoing mail; sorts, opens, and distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; prepares outgoing mail; assists with preparation of bulk mail-outs and surveys.
• Maintains file system of various files/records for the department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; purges, shreds, or destroys confidential or obsolete documents; conducts records maintenance or destruction activities in compliance with guidelines governing record retention.
• Maintains current lists, forms, manuals, binders, catalogs, reference materials, and other resources.
• Conducts research of department files, computer records, database files, manuals, Internet resources, or other resources as needed.
• Types, composes, prepares, or completes various forms, reports, correspondence, logs, notices, checklists, schedules, calendars, purchase orders, check requests, budget documents, meeting minutes, status reports, project reports, statistical reports, charts, spreadsheets, presentations, or other documents.
• Receives/composes various forms, reports, correspondence, time sheets, attendance records, purchase requisitions, invoices, budget reports, meeting minutes, presentations, notices, log, police reports, plans/drawings, policies, procedures, codes, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
• Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, desktop publishing, presentation, financial system, optical scanning, calendar, email, Internet, or other programs.
• Performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; provides operational support to system/equipment users; coordinates service/repair activities as needed.
• Attends various meetings as needed.
• Maintains confidentiality of departmental issues and documentation.
• Communicates with supervisor, employees, other departments, City officials, vendors, contractors, consultants, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Additional duties when assigned to the Public Works Department:
  • Receives incoming service requests from residents, other divisions, other departments, contractors, or other individuals; enters service request data into computer to produce work orders.
  • Generates work orders; distributes work orders to division work crews; schedules maintenance inspections; receives completed work orders from work crews; enters pertinent data from work orders into computer; reviews backlog reports to identify or research status of outstanding work orders; closes completed work orders and maintains records.
  • Generates or prepares various work order reports; develops quarterly public works work summary reports and submits to department management; prepares productivity and utilization reports to track hours applied to work orders and each section's percentage of utilization; prepares available hours reports to track available hours for work order production.
  • Assists with safety training coordination and scheduling; tracks attendance and produces reports.
  • Tracks employee held certification/licenses; maintains files and database records of certification/licenses; tracks expiration dates and schedules required training for employee to maintain active certification/licenses.
  • Assists with contract administration; monitors department maintenance contracts to ensure compliance with terms of contract; monitors and/or inspects work performed by contractors; follows up with contractors to resolve deficiencies; meets with contractors when needed; maintains files of maintenance contracts.
  • Responsible for Public Works Social Media posting/public postings of projects or boil water notices and rescission notices.

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability and willingness to accept responsibility for the effective implementation of assigned policies and procedures.
• Ability to analyze written reports containing factual and mathematical data and apply the information in completing assigned responsibilities.
• Ability to set up and maintain complex filing and related record systems.
• Skill and accuracy in the operation of a computer and other office equipment.
• Ability to use various computer applications with specific knowledge in Microsoft Suite and other programs as needed.

MINIMUM REQUIREMENTS LISTED AS FOLLOWS:

PHYSICAL SKILLS: Use of both hands with majority of fingers in each hand. 20/40 vision (in at least one eye), and be able to hear and understand and verbally communicate in English at normal conversational levels in a typical governmental office (corrective devices acceptable). Occasional light lifting and/or carrying, bending, stooping, working, standing and pulling. Must be able to easily carry (20) lbs.

EDUCATION, TRAINING AND EXPERIENCE: High School Diploma or GED as issued by an accredited State Board of Education. Two (2) years of administrative, records storage and/or customer service work, or equivalent training. One (1) year of college may be substituted for one (1) year of experience.

LICENSES, CERTIFICATIONS OR REGISTRATIONS: Valid Florida Driver’s License and must be insurable by the City’s insurance carrier.

ADA STATEMENT: A qualified employee or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans with Disabilities Act.

DRUG-FREE WORKPLACE: City of Brooksville is a drug-free workplace in accordance with Federal and Florida law.

VETERANS' PREFERENCE: Under Section 295.07, F.S., Chapter SSA-7, City of Brooksville provides to Veterans, that preference in appointment will be given to preference-eligible applicants.

Salary : $5,250