Administrative Assistant

This is important, highly difficult, administrative work offering support to the Water Resources Technical Services Division. Work requires excellent customer service and interpersonal skills and extensive expertise in organizational efficiency; highly skilled use of a personal computer to prepare and maintain various spreadsheets, databases, compose, proof, edit and revise correspondence, memoranda, and reports; skilled handling of a multi-line telephone system. Work includes conducting research using various database programs and/or Internet applications; compiling and tracking division statistical trends and reports for management; processing payroll; meeting with the public, city employees and management; providing management with suggestions to improve operations and procedures; tracking and maintaining division inventory of assets, equipment, uniforms and placing orders when needed; providing assistance with division budget monitoring and preparation; assisting with special division projects; and performing file maintenance and invoice payables functions for the division. An employee in this class must be able to exercise considerable independent judgment and exercise a high degree of professional discretion and tact when handling sensitive or confidential information, serving internal and external customers, answering routine and in-depth questions regarding organizational programs, policies and procedures, and handling complaints.

Salary: $52,161 - $82,598

Close Date: 02-18-2025 (11:59 PM)

Minimum Qualifications. Applicants must:

• Have a valid Bachelor’s degree in public administration or business administration - or – the combination of a valid high school diploma/GED and substantial relevant work experience.

• Be highly proficient in the use of a personal computer including database and digital content management.

• Have experience and/or knowledge of accounts receivable, billing, and invoicing.

• Have at least two years of responsible experience in an administrative support position, preferably with a government entity and/or with a public utility.

• Have advanced skills in Microsoft Office including Outlook, Word, Teams, Excel, and Adobe Acrobat.

• Have considerable knowledge of business English and a high level of expertise in proofreading and use of correct punctuation, spelling and grammar.

• Be able to compose complete error-free correspondence and documents for a variety of target audiences on behalf of the department.

• Be able to understand and follow complex oral and written instructions.

• Be able to communicate clearly and concisely, both orally and in writing.

Desirable Qualifications. Preferred Applicants:

• Have some experience using Kronos to process payroll.

• Have some experience using Oracle E-Business Suite.

• Are able to efficiently and effectively multitask, responding to rapidly changing administrative demands.

• Are able to effectively communicate with customers, Division staff, and on occasion in difficult situations, while maintaining a professional demeanor.

• Are skilled at record keeping, document maintenance, and planning and organizing.

• Are able to process procurement, print shop, and P-card orders.

• Are able to work on budgets and coordinate training-travel.

• Are able to coordinate and schedule Division meetings.

IMPORTANT APPLICATION INSTRUCTIONS

For purposes of employment, re-employment, promotion, transfer or demotion, the most qualified applicants will be selected to continue in the hiring process. At this point, any prior criminal records will be verified. A prior criminal record will not necessarily disqualify an applicant from employment.

The City of St. Petersburg is committed to a Drug Free Workplace and compliance with the Department of Transportation (DOT) drug testing rules. Applicants may be required to successfully complete pre-employment drug testing and/or medical exams.