Administrative Assistant I

Description

Under the supervision of the Facilities Superintendent. Performs a wide array of advanced administrative tasks, which require the application of some independent judgement and office knowledge. Work involves standard administrative duties including typing, filing, office machine operation, maintenance of records, and checking the accuracy and completeness of various forms, applications, reports, and documents. Assignments usually consist of statements of desired objectives. Work is reviewed by observation and for results obtained. Employee may be required to work unscheduled overtime based on operational needs. Performs other work as required.

Examples of Duties

• Types a variety of forms, records, statements, and reports, including correspondence, requisitions, briefs, bulletins, memos, agendas, and various other items.
• Acts as receptionist; receives and dispenses information by telephone, e-mail, oral communication with co-workers, letter, or by direct contact with the public; explains departmental programs.
• Prepares, processes, and maintains various charts, records, reports and files, handles and distributes daily mail.
• Records payroll information and prepares timesheet for processing. Tracks and maintains leave usage files within the Division.
• Maintains a daily work order program.
• Processes, maintains, records, and prepares reports for transaction, involving the application of knowledge gained through experience; such as payroll, governmental records, progress reports, and reports relating to the activities of the department.
• Orders & maintains stock of office and janitorial supplies for Division.
• Maintains the supervisor’s calendar and arranges appointments; schedules meetings; may be required to complete errands involving city business.
• Inputs the Facilities Division budgets into the computer; maintains & keeps track of budget spending and all invoices and submits invoices to accounts payable for payment. Enters budget adjustments as needed. Prepares monthly and quarterly budget status for the Superintendent and keeps him advised of sub-object percentages. Assist the Superintendent with annual Budget preparation, to include Capital Outlay, Operations Budgets and Capital Improvement Projects.
• Makes travel arrangements and maintains records of itinerary.
• Responsible for tracking Division assets, annual inventory of assets, and maintenance of asset files.
• Schedules regular and emergency utility locates by phone or through the on-line process as needed.
• Works with other Divisions on emergency jobs as needed.
• Accesses GIS system to identify maintenance boundaries.
• Acts as records coordinator for the Division.
• Inputs Division items into Civic Clerk.
• Inputs requisitions into NeoGov for Division.
• May serve as assigned personnel during emergency/storm events. Completes required forms and reports for storm events.
• Other duties as assigned.

Minimum Qualifications

• High School diploma or GED required; or equivalent combination of education and experience
• 
  Must be able to type with speed and accuracy.

Licenses, Certifications or Registrations:

• 
  Must have a valid Florida driver’s license. Applicants who possess a valid out of state driver’s license must obtain the Florida driver’s license within 10 days of employment.

Knowledge, Skills and Abilities

• Knowledge of the procedures, duties and responsibilities of the unit of operation to which assigned.
• Knowledge of current office practices, methods, and procedures.
• Knowledge of business English, spelling, punctuation and mathematics.
• Ability to operate personal computer using Microsoft Office Word and Excel applications.
• Ability to maintain records and to prepare reports for such records.
• Ability to understand and communicate the policies, procedures, and services of the department, division, or program.
• Ability to establish and maintain effective working relationships with other City employees and the general public.
• Ability to operate a variety of modern office equipment such as telephones computer, copier, facsimile, and calculator.
• Ability to accurately type

Physical Demands:

• Ability to work in heat, cold and around noise.
• Ability to hear and comprehend conversation spoken at various tones of voice and various speeds.
• Ability to see, read, write, speak and comprehend conversation and symbols in English.
• Ability to use hands, wrists, and fingers to write and type.
• Ability to reach and grasp objects.
• Ability to sit for periods of time not to exceed four hours consecutively.
• Ability to lift weights not to exceed twenty (20) lbs. and for distances not to exceed 100 yds.
• Ability to bend, stoop, and kneel.
• Ability to work regularly scheduled hours.

The City of Melbourne offers a generous benefit package (Download PDF reader) to include:

• 100% City paid medical insurance for employee only; coverage available for family
• Health Insurance opt-out incentive for employees with other medical coverage
• Dental

. Vision

• Life Insurance in the amount of 1 times your annual salary
• Additional life insurance to include coverage for your spouse and child(ren)
• Short-term disability
• Long-term disability
• Flexible Spending and Dependent Care Account
• Employee Assistance Program
• Wellness Program
• 457 Deferred Compensation
• Retirement Plans (FRS, local plan for Police and Fire personnel)
• Paid Holidays
• Tuition Reimbursement