Administrative Assistant

The purpose of this position is to provide administrative support to the Community Services Department.
This class works under close to general supervision according to set procedures but determines how or when to complete tasks.The essential functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

• Answers and directs all incoming calls and welcomes all individuals who enter the office.  Informs, advises, records, processes, and follows up on all customer requests/complaints efficiently and expeditiously that are received by telephone, mail, email, or personally from citizens, elected officials, agencies, City employees, and or clients.
• Composes, types, and edits general correspondence, forms, reports, memos, handbooks, notifications, and other data; revises and develops formats for forms and reports. Reviews typing for clarity and accuracy.  
• Determines need of office supplies, equipment, and materials. Replaces or purchases new office supplies and equipment as needed.
• Logs purchase orders and updates on an ongoing basis.
• Maintains department contracts, including logging, filing, and tracking.
• Receives, stamps in, and/or distributes incoming correspondence and deliveries, handles outgoing mail, distributes in-house memos and supplies. Processes and stamps outgoing mail.
• Establishes and maintains a comprehensive filing system; maintains and updates office manuals; maintains records.
• Compiles and prepares detailed financial or other specialized reports from general instructions; may be required to tabulate totals and verify figures.
• Processes vouchers for incoming invoices and submit to Accounts Payable as is required.  Reviews invoices for accuracy.
• Gather, compile and process documents required to create purchase requisitions for contracts and incoming invoices and submit to Accounts Payable as is required.  Reviews for accuracy.
• Efficient with 3^rd party software for program and activity registrations and reports. Assists personnel with operating office equipment such as personal computers, printers, copying machines, etc.
• Maintains time and attendance records and prepares payroll for supervisor’s signature.
• Maintains databases, including contacts, addresses, terms, etc. Electronically records/searches for data in multi-application computer systems.
• Maintains appointment calendar and schedules appointments and meetings as instructed; makes travel arrangements as requested.
• Other duties, responsibilities, and activities may change or be assigned at any time with or without notice. 

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS:

• High School Diploma or GED equivalent.
• Two (2) years of administrative support experience or an equivalent combination of education, training and experience.
•  Must possess and maintain a valid state driver’s license with an acceptable driving history.

KNOWLEDGE, SKILLS AND ABILITIES:

• Working knowledge of Microsoft Office Suite, including Word, PowerPoint, and Excel
• Experience using business email services, such as Microsoft Outlook
• Previous experience with, or an ability to learn to use common office equipment, such as modern phone systems, fax machines, and copy machines.
• Comfort multitasking and handling multiple requests from different individuals and departments.
• Ability to work quickly and in a potentially high-stress environment.
• Strong communication skills and extremely self-motivated when managing communication channels.
• Highly organized and capable of creating organizational systems that others easily utilize.
• Ability to communicate and deal effectively with the public and other City employees. 
• Ability to work independently.

 
PHYSICAL DEMANDS:
Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

• Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

WORK ENVIRONMENT:
Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

• None.

WORK HOURS:
Monday-Friday 8am-5pm (May be required to work nights, weekends and holidays to meet the business needs of the City.)
 
ESSENTIAL SAFETY FUNCTIONS
It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses. 

AMERICANS WITH DISABILITIES ACT COMPLIANCE
The City of Deerfield Beach is an Equal Opportunity Employer.  ADA requires the City to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

EMERGENCY MANAGEMENT RESPONSIBILITIES
Note: During emergency conditions, all City employees are automatically considered emergency service workers.  City employees are subject to being called to work in the event of a disaster, such as hurricane, or other emergency situations and are expected to perform emergency service duties as assigned.

The City of Deerfield Beach values the service veterans and their family members have given to our country and supports the hiring of returning service members and military spouses.

Salary : $20 - $26