Administrative Assistant

JOB SUMMARY Must be available for temporary, on-call, non-remote, assignments of varying timeframes. Under the direction of an administrative superior, performs a wide variety of generalized clerical and administrative tasks. Assignments vary depending on department requirements, ranging from general clerical duties to more complex administrative duties, including policy interpretation, budget preparation, and data analytics, where some discretion and decision-making is exercised. Interaction with the public by telephone and/or in-person may be required. Work is reviewed through conferences and written reports for results obtained and adherence to established policies and procedures. ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES Prepares correspondence, invoices, statements, reports, and other materials from copy or notes; composes letters, memoranda, minutes, notices, and other correspondence. Responds to telephone or in-person inquiries; greets the general public; provides information on departmental services and functions; directs callers. May oversee the processing of various departmental records transactions including employee personnel action forms, purchase orders and requisitions. Requisitions supplies and equipment; may assist in the preparation of budgets and payroll, checks operating reports for accuracy and conformance to policies and standards; and updates publications. Operates a computer, photocopier, printer, calculator, and other office equipment as required. Maintains specialized manual or automated filing systems. Maintains supervisor’s and other department personnel’s appointment calendars as required. May be required to research, collect, and compile data for administrative reports. Gathers information on projects from departments and offices; edits and proofreads the information submitted. Prepares reminders to departments and office staff, and requests updates on projects and events as needed. May prepare agenda items and minutes for department related meetings or committees. May oversee special projects as required or requested by supervisor. May oversee department inventory and archives correspondence in accordance with record retention specifications. Organizes and submits travel documents for department personnel. May prepare and submit payroll for the department as needed. Effectively and positively represents the city in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation. Establishes and maintains effective and professional relationships with work colleagues, supervisors and managers. Performs related work as required for this position description only. EDUCATION/EXPERIENCE To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Required Must be available for temporary, on-call, non-remote, assignments of varying timeframes. High School Diploma or GED; supplemented by a minimum of two (2) years of responsible clerical and administrative experience including use of computers and standard software applications. Some positions may require special education or training in a technical job-related field of study. Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements. CERTIFICATES, LICENSES, REGISTRATIONS Administrative/Secretarial Certifications, Certified Professional Assistant Certification, Microsoft Word Basic/Intermediate, Microsoft Word Advanced, Microsoft Outlook, Microsoft Excel Basic/Intermediate, and Notary License. Valid Driver’s License: With proof of automobile insurance Background Check: Must have an acceptable background record Driving Abstract: Must have an acceptable driving record KNOWLEDGE, SKILLS, ABILITIES Knowledge of modern office terminology, methods, practices and procedures. Knowledge of modern information systems and software. Knowledge of business English and arithmetic. Knowledge of departmental and municipal rules, regulations, policies, and procedures. Skills in the use of modern office equipment. Skill in communicating information tactfully and impartially. Ability to understand and follow complex verbal and written instructions. Ability to establish and maintain effective professional working relationships with colleagues, supervisors, managers, subordinates, and the general public. Ability to make decisions and interpretations in accordance with established rules, policies, and procedures. Ability to ensure confidentiality in matters related to the collective bargaining process. PHYSICAL DEMANDS The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak and be required to exert up to 50 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. May require the use of fingers or hands to manipulate objects such as picking, gripping, or pressing. Specific vision abilities required by this job include close and distance vision, peripheral, and depth perception. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. WORK ENVIRONMENT Work is performed primarily in an office environment where sedentary work is typically performed and requires the employee to be sensitive to change and responsive to changing goals, priorities, and needs. Required Education and Background Information Look over the announcement carefully to determine your eligibility. Please note minimum education and experience requirements. Closed competitive positions are open only to employees while open competitive positions are open to anyone who meets the minimum qualifications for the position. Evidence of a GED test score is required if submitted for high school diploma. Applicants are responsible for clearly documenting work experience and/or providing all relevant information at the time of application. Additional information will not be accepted after the announcement closing date. Veteran's Preference The City values the service that veterans and their family members have given to our country, and as such, proactively recruits and hires veterans and qualified spouses to the greatest extent possible. Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements. To obtain veteran's preference, candidates MUST submit a copy of separation papers (DD214) and meet eligibility requirements as stipulated by the Florida Statutes. For additional information, please refer to the Florida Department of Veterans' Affairs. All successful applicants will be required to pass an extensive background which may include criminal history searches, driving history checks, credit report, courthouse searches, education verification, employment verification, professional license verification, or other search methods as deemed necessary for the position. In addition, the applicant will be required to undergo a medical examination, which may include a drug screening, prior to appointment. EMPLOYMENT OF RELATIVES The City of Hollywood has an Ordinance which regulates the employment of relatives of City employees. Effective January 28, 2008, a relative may only be hired under the following additional conditions: The relative must have competed in an appropriate examination process as determined by Human Resources and be placed on a civil service eligibility list; The relative must be among the top three ranked candidates available on the certified eligibility list unless expanded by the Civil Service Board; The Department or Office Director and the Director, Human Resources must demonstrate that it is in the best interests of the City of Hollywood to hire the relative of a public officer or employee. As of 12/15/2005 the City will require all newly hired employees to sign an affidavit affirming non-usage of tobacco or tobacco products within the last year prior to submission of application and will continue to be a non-user of tobacco products throughout employment with the City of Hollywood. REASONABLE ACCOMMODATION The Employment Office will make reasonable efforts in the examination and workplace to accommodate persons with disabilities. Please advise Human Resources of special needs by calling View phone number on click.appcast.io. Equal Opportunity Statement All applicants receive consideration for employment regardless of race, color, religion, gender, national origin, age, abilities, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression (except as limited by law, Personnel Rules, Collective Bargaining Agreements, or bona fide occupational disqualifications). The City of Hollywood is an Equal Opportunity / Equal Access Employer. #J-18808-Ljbffr