Administrative Assistant

The position is responsible for the overall operation of the administrative functions of the Public Works Department. Work is performed under the direct supervision of the Public Works Director.

ESSENTIAL JOB FUNCTIONS:

• Responsible for performing delegated administrative responsibilities for the Public Works Director and for the direction and coordination of workflow in the office;
• Assists staff in performing duties; adjusts errors and addresses complaints, including billing, adjustments, invoicing, public records requests, budgets, customer correspondence, timesheets, purchase authorizations, etc.;
• Prepares a variety of studies, reports, and related information for decision-making purposes; conducts research, analysis, and prepares recommendations regarding proposals for programs, services, budget, equipment, etc.;
• Prepares draft resolutions, ordinances, contracts, administrative policies, and City Council executive summaries;
• Assists in developing RFQs, ads for bids, contract documents, agenda summaries and managing small projects as needed;
• Submits outside agency requests for reimbursement, along with required documentation and reporting for various projects;
• Performs cost control activities, including tracking project costs and preparing all associated reports related to emergencies, catastrophes, disasters, and capital projects;
• Participates in annual department budget preparation process, including projecting yearly expenditures, completing budget spreadsheet(s) for delivery to the Public Works Director;
• Maintains Department records and files, including document retention responsibilities in compliance with Florida State Statute Records Retention requirements;
• Oversees the City’s Asset/Work Order Management Program. Investigates and follows-up on citizen requests for service, complaints, and requests for information;
• Coordinates and tracks assigned projects including research assistance to the Public Works Director;
• Assists in the development of notices, flyers, brochures, newsletters, media releases, news articles, and other informational materials about programs and services;
• Processes or delegates the preparation and processing of department purchase orders and invoices for purchases;
• Maintains positive and professional communication with all staff while maintaining an appropriate level of confidentiality in areas requiring discretion;
• Coordinates contractual services with the appropriate Public Works Division(s);
• Provides information to the public; listens to questions and explains procedures according to existing guidelines; refers citizens to the appropriate department; identifies, and/or resolves solutions to citizen complaints and problems when appropriate;
• Assists the Public Works Director with all other related duties as assigned.

MINIMUM QUALIFICATIONS:

KNOWLEDGE, SKILLS, AND ABILITIES:

1. Ability to establish and maintain a professional effective working relationship with department personnel, City officials, other government agencies, and the general public;

2. Proficient knowledge in Microsoft Office Suite, including Word, Excel, PowerPoint, Adobe, and Outlook;

3. Ability to work effectively under pressure, meet deadlines, and with interruptions;

4. Communicate clearly, concisely, and effectively, both verbally and in writing;

5. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar;

6. Ability to support the City’s mission, vision, and core values in all aspects of job performance;

EDUCATION AND EXPERIENCE:

1. An Associate’s Degree from an accredited college in Public Administration, Business Administration, Finance, or related field;

2. Three (3) years experience in progressively responsible administrative related work

(A comparable amount of training, education or experience can be substituted for the minimum qualifications.)

LICENSES, CERTIFICATIONS OR REGISTRATIONS:

1. Possession of a valid Florida Driver’s License;

2. Registered Notary Public preferred;

3. Incumbents of this position are required to pass the National Incident Management System (NIMS) IS-700 within (60) days of employment and the ICS-100 within (90) days of employment.

ESSENTIAL PHYSICAL SKILLS:

• Acceptable eyesight (with or without correction)
• Acceptable hearing (with or without correction)
• Able to lift and/or move up to 25 pounds
• Requires frequent sitting and working in front of a computer for extended periods of time
• Good finger/hand dexterity and hand/eye coordination
• Must be available to work night, weekend and holiday shifts. On night, weekend or holiday shifts as assigned may be required to work alone.
• Must be available to work in the event of a disaster to assist with recovery response efforts.

ENVIRONMENTAL CONDITIONS:

• Works inside in a busy office environment while performing detailed work requiring concentration with frequent interruptions

(Reasonable accommodations will be made for otherwise qualified individuals with a disability.)

Job Type: Full-time

Pay: $33,825.00 – $50,738.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Associate (Required)

Experience:

• Administrative: 3 years (Required)

Work Location: One location