Administrative Assistant I (Full-Time)

The PositionCome to a City that Builds Careers! As one of the largest cities in Broward County, the City of Hollywood provides an energetic, innovative and collaborative work environment for its employees. Want Top Notch Insurance? We offer low cost health insurance giving you the best value - Medical, Dental, Vision and Flexible Spending Plans. Need Work Life Balance? We have got you covered with a 4-Day Work Week and an Award Winning Wellness Program. And We Don't Stop There. The City of Hollywood provides a generous Paid Time Off Program inclusive of 13 Paid Holidays, Vacation Leave, Personal Leave, and Sick Leave. Repaying Student Loans? Employees at the City with 10 years of public service and on-time payments qualify for the Federal Student Loan Forgiveness Program. Let's Partner Together and Come Grow with the City of Hollywood. Apply Now! For more information about this position and our competitive pay, benefits package and pension plan, refer to this job posting or our City website.Starting Pay For Position Is Within $25.42 - $38.63 Per Hour Dependent On Qualifications JOB SUMMARY: Under direction of an administrative superior, performs a wide variety of generalized clerical and administrative work. Knowledge of the department and excellent keyboard skills are crucial to this position. Duties may include secretarial tasks and public contact work. Incumbents must use discretion in decision making and policy interpretation. Work is reviewed through conferences and written reports for results obtained and adherence to established policies and procedures. ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES: Requisitions supplies and equipment; prepares budgets and payroll, checks operating reports for accuracy and conformance to policies and standards; and updates publications.Types correspondence, invoices, statements, reports, and other materials from copy or notes; composes and types letters, memoranda, minutes, notices, and other correspondence.Oversees the processing of various departmental records transactions including employee personnel action forms, purchase orders and requisitions.Operates a computer, photocopier, printer, calculator, facsimile machine, 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.Responds to telephone or in-person inquiries; greets the general public; provides information on departmental services and functions; directs callers.Researches, collects, and compiles 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.Prepares agenda items and minutes for department related meetings or committees.Oversees special projects as required or requested by supervisor.Oversees department inventory and archives correspondence in accordance with record retention specifications.Prepares and submits payroll for 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.Establish and maintain effective and professional relationships with work colleagues, supervisors and managers.Performs related work as required for this position description only.The Requirements 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 accommodations may be made to enable individuals with disabilities to perform the essential functions.Required:High School Diploma or GED; supplemented by four (4) years of responsible secretarial experience including use of computers and standard software applications such as Word or Excel. An excellent keyboard skill is a must.Preferred:Associate's Degree or college level course work in business, public administration, computer applications or any related field; 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/Inter Microsoft Word Advanced, Microsoft Outlook Microsoft Excel Intermediate, Microsoft Excel Basic/Inter, and Notary License.Valid Driver's License: With proof of automobile insuranceBackground Check: Must have an acceptable background recordDriving 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.Skill in the use of modern office equipment.Skill in communicating information tactfully and impartially.Ability to understand and follow complex oral and written instructions.Ability to establish and maintain effective working relationships with fellow employees, superiors, 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.Ability to establish and maintain effective and professional relationships with work colleagues, supervisors, managers and the public. 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. WORK ENVIRONMENT: Work is performed primarily in an office environment that requires the employee to be sensitive to change and responsive to changing goals, priorities, and needs.The Examination 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. Examination: Depending on the number of applicants and the quality of their education and experience, the examination may consist of one or more of the following tests: written examination, performance examination, education and experience evaluation, oral examination and/or other job related examinations.You will be notified of the time and place of your examination when you file or later by mail. A passing grade is required on each part of the process. Repeated participation in any examination for which the same test is used is limited to once every 6 months. Your examination results will be sent by email as soon as possible after the grading is completed.Final passing grades are used to determine a candidate's position on the eligibility list of successful candidates. Departments fill vacancies from this list. The top three names are considered for each vacancy unless otherwise modified. Those not appointed are returned to the eligibility list for further consideration in accordance with the Civil Service Ordinance. Your name will remain on a register for one year for open competitive examinations and two years for closed competitive except where labor contract conflicts.Your name may be removed from an eligibility list prior to one year according to Hollywood's Civil Service Ordinance or labor contracts. Your eligibility may be canceled if you refuse a position or if you are not available for work. You are responsible for notifying the Employment Office, in writing, of any change in your address or telephone number. Special Accommodation and Communication Needs: The City of Hollywood provides necessary reasonable accommodation in the examination process upon request to persons with disabilities. Such requests must be made PRIOR to any scheduled examination. Veteran's Preference: The City values the service that veterans and their family members have given to our country, and as such,