What are the responsibilities and job description for the Administrative Assistant (Parks and Recreation Payroll) position at City of Delray Beach, FL?
Job Description
Veterans' Preference Applies
EEO Statement
The City of Delray Beach does not discriminate on the basis of race, color, national origin, sex, religion, age or disability, marital status, family status or sexual orientation in employment or the provision of services
Non-Smoking
The City of Delray Beach is a Non-Tobacco Workplace. The City will not consider applicants who have used tobacco or nicotine products for a period of at least three months prior to application for employment. The definition of "tobacco or nicotine products" includes but is not limited to, cigarettes, cigars, chewing tobacco, pipes, snuff, e-cigarettes and nicotine patches or gum.
This work involves complex and responsible clerical support and staff assistance activity. Duties are generally like the Staff Assistant classification except that the scope of responsibility and degree of knowledge required is more complex and advanced. Work is performed under general supervision. Perform related work as required.The City of Delray Beach is a Non-Tobacco Workplace. The City will not consider applicants who have used tobacco or nicotine products for a period of at least three months prior to application for employment. The definition of "tobacco or nicotine products" includes but is not limited to, cigarettes, cigars, chewing tobacco, pipes, snuff, e-cigarettes and nicotine patches or gum.
Please Note: This specific position encompasses a variety of administrative and support duties, the primary focus is on payroll management. The successful candidate will spend a significant portion of their time preparing, maintaining, and ensuring compliance of payroll processes for the Parks and Recreation Department. Candidates with strong experience in payroll operations are particularly encouraged to apply.
Essential Job Duties
The following duties are normal for this position. The omission of specific statements of 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.
- Perform duties of an Administrative Assistant nature and participate directly in the work of the individual involved. Secure details of specialized information, coordinate office work and provide information regarding services and operation of the unit.
- Receive and screen phone calls and take messages and re-route call. Receive and distribute mail for the department.
- Perform research and retrieval of records, reports, forms, memoranda, letters, etc. Conduct statistical comparison of information. Assist in the preparation of and maintenance of office records, requisitions.
- Assist in departmental payroll preparation and budgets.
- Schedule meeting, conferences, prepare agenda and back up materials for meetings. Take and transcribe notes and minutes of conferences, meetings and functions as required. Receive and screens calls.
- Prepare forms and compose letters. Set up and maintain specialized office files. File letters, reports and related information as prescribed. Assemble information for other use, open, prioritize and process mail.
- Type using PC based word processing software. Type information or enter data into computer containing technical terminology. Retrieve data for reports as requested.
- Attend meetings, monitor programs and systems and perform office management functions as directed.
- Assist in budget preparation and monitoring.
- Fosters positive employee relations and employee morale on a City-wide basis.
Minimum Qualifications
- High School graduation or possession of an acceptable equivalency diploma.
- Two years of related experience involving secretarial/clerical duties including the operation of a PC, Keyboard, mouse or similar data entry equipment.
- Some administrative experience preferred, or two years satisfactory experience as a Staff Assistant
- Must possess superb typing skills with speed and accuracy and pass a typing test with a minimum of 35 wpm.
Knowledge of Business English, spelling and punctuation, in order to prepare documents and compose letters, etc. Knowledge of office practices and procedures. Knowledge of mathematics. Knowledge of the unit and City's policies and procedures and practices. Ability to work independently and to adhere to established policies and procedures. Ability to establish and maintain effective working relationships with employees and the general public. Ability to take and transcribe dictation and or minutes as required. Ability to operate a PC, Keyboard or Computer. Ability to communicate using speaking, hearing and visual skills. Skill in policy interpretation and application. Physical condition commensurate with demands of the position. Ability to communicate effectively in oral and written form. Ability to adapt to an evolving and continually improving environment.
The abilities expected of all employees include being able to respond to supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with stated policies, be appropriately groomed and attired so as to present a professional image in accordance with the organization's mission, goals, and policies; report for work promptly and properly prepared at the time and place required by the assignment or orders; notify the appropriate supervisor of intended absences in accordance with stated rules; conform with standards and rules regarding use of accrued time; demonstrate a polite, helpful and courteous manner when engaged in any activity with the public; operate and care for equipment to manufacturer's specifications and/or within the specified parameters; demonstrate an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues.
A comparable combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position, may be substituted for the minimum qualifications.
Supplemental Information
Physical Demands/Work Environment:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. 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 frequently required to sit and talk or hear, use hands to finger, handle, feel, or operate objects, tools, or controls, and reach with both hands and arms. The employee is occasionally required to walk and stand. The employee must occasionally lift and/or move up to 15 lbs. Specific vision abilities required by this job include close vision and the ability to adjust focus. Ability to sit at a desk and view a display screen for extended periods of time. Ability to enter data at prescribed rate of speed. Work inside an office environment
SELECTION GUIDELINES: Formal application, rating of education and experience; oral interview and reference check; job related tests might be required. The job description does not constitute an employment agreement with the employer, and requirements of the job change.
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