Administrative Assistant - Utilities

JOB SUMMARY
Under the supervision and direction of the Department Head or their designee, performs complex, responsible, specialized, and highly confidential administrative activities. The Administrative Assistant is expected to meet a wide variety of work problems involving continual public contact and inter-departmental relations.  Position requires greeting and screening visitors, monitoring access to the building by visitors, screening and referring telephone calls and emails, centralized mail processing, handling inquiries from the public, and providing information related to the City. Employee is also responsible for scanning documents and electronically indexing them per the Department’s document retention requirements. 

ESSENTIAL JOB FUNCTIONS

• Acts as clerical assistant of a large, complex department to the multiple divisions as needed.
• Interprets administrative policy and decisions as explained and directed.
• Performs public relations functions with the public, department heads, officials, personnel and visitors.   Greets the public, secures nature of visits, notifies the appropriate individual of the visitor and directs the guest to the appropriate department. Logs all visitors, answers and routes all calls and provides routine information related to the city.
• Maintains Conference Room calendars.
• Prepares records and reports.
• Prepare expense tracking and reporting on limited basis
• Takes telephone calls and emails and answers inquiries.
• Centralized mail processing. Logs all mail delivered to and sent out from the department.
• Composes correspondence independently and maintains records and files.
• Processes direct pays, purchase orders, purchasing requests, etc.
• Maintains official Engineering records in both paper and electronic format.
• Supervises the flow of communications for the office.
• Prepares special reports (special projects, etc.).
• Inputs information into database, scans and operates optical character recognition software for text editing, indexes documents in accordance with established indexing fields, and reviews scanned images for accuracy and clarity
• Essential Employees may be required to work during a declared or undeclared emergency.

           Performs other related job duties as assigned. Knowledge, Skills and Abilities: 

• Knowledge of department organization, programs, and goals.
• Knowledge of agency rules, regulations, procedures, functions, and personnel.  
• Knowledge of business, English, spelling, punctuation, arithmetic, and modern office practices and procedures. 
• Knowledge of principles of office management and supervision.
• 
  
• Skill in the use of a variety of computer programs, including Microsoft Office Suite (i.e. Word, Excel, Power Point), and various other office equipment. 
• Ability to type with speed and accuracy, compose correspondence.
• Ability to compose effective and accurate correspondence.  
• Ability to deal with non-routine matters.  
• Ability to complete complex work with minimal instructions, keeps records and reference files, assemble and organize data, promote a harmonious atmosphere, and smooth flow of business into and out of supervisor's office. 
• Ability to meet and deal with the public in an effective and courteous manner. 
• Ability to work as a highly cooperative member of a team and work for and with others toward a common mission.  
• Ability to exhibit a high degree of loyalty and integrity as a trusted confidant of the supervisor, assume responsibility and execute the supervisor's orders and instructions with authority.
• Ability to work a flexible work schedule.   

High school diploma or GED certificate, including courses in typing and other commercial subjects, with three (3) years’ experience in responsible clerical administration, including one (1) year of supervisory or office management experience; or an equivalent combination of education, training and experience.
Must possess a valid State of Florida Notary or be able to acquire one within 90 days of hire.

Special Qualifications:
For positions requiring the operation of City vehicles, must possess a valid current Florida driver's license, or be able to acquire one within 45 days of hire.   
 PHYSICAL DEMANDS
The work is generally sedentary to light and may require exerting up to 20 pounds of force occasionally to lift, carry, push, and pull or otherwise move objects. Additionally, the following physical abilities are required: 

• Crouching: Bending the body downward and forward by bending leg and spine.
• Dexterity: Primarily with fingers, as in picking, pinching, or typing.
• Grasping: Applying pressure with the whole hand.
• Handling: Picking, holding, or otherwise working with the whole hand.
• Lifting: Ability to lift and move objects.
• Reaching: Ability to frequently extend hand(s) and arm(s) in any direction.
• Mental Acuity: Ability to make rational decisions.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Speaking / Talking: Ability to communicate clearly, accurately and concisely through speech.
• Hearing: Ability to hear and understand at normal speaking levels with or without correction.
• Visual Acuity: Ability to perform activities such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading, operating motor vehicles.
• Walking: Ability to move about on foot to accomplish tasks or moving from one work site to another.

WORK ENVIRONMENT
Work is performed in a dynamic environment that requires the ability to be sensitive to change and responsive to changing goals, priorities, and needs.

Salary : $16