Administrative Assistant

Administrative Support Position

Performs routine to moderately complex administrative support and clerical work of a diverse nature for an assigned function area or department. Performs various specialized tasks that require in depth knowledge of the organization, programs, policies and procedures of the department and a general knowledge of other City programs. Work performed generally involves specialized/technical subject matter and may require familiarity with industry specific terminology used in the assigned area. Assignments are usually performed with general instructions, guidance and minimal supervision.

Job Duties

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such duties are a logical assignment to the position.

• Drafts and/or compiles administrative support materials relevant to the assigned work area, e.g., contracts, proposals, policies and procedures, agreements, minutes, memoranda, reports.
• Organizes and assembles material needed for meetings, conferences, public hearings, etc. and coordinates scheduling arrangements.
• Prepares and distributes agendas and other pertinent information; attends meetings, may take and transcribe minutes; maintains department's official records.
• Acts as liaison between the various sections within the department and with external departments regarding services and programs that cross departmental lines.
• Coordinates the preparation of routine assignments and special projects to ensure deadlines are met.
• Composes and types correspondence for management's signature, either from general instructions or information obtained from researching files.
• Compiles and prepares detailed financial, statistical, and/or other specialized reports from general instructions; tabulates totals and verifies figures.
• Maintains calendar and schedules tentative appointments; advises management and staff of important meetings; makes travel arrangements for supervisor and staff.
• Monitors office supply inventory; prepares and signs requisitions for supplies, printing and other services.
• Reviews and edits correspondence, memoranda, reports and other material for clarity, procedural and typographic accuracy; may reword or reconstruct sentences.
• Screens telephone calls to determine if matter should be handled by supervisor or referred to other staff member or other office; may perform office reception duties.
• Establishes and maintains a comprehensive filing system; maintains leases, contracts, and agreements for Department.
• Assists in the preparation of annual budget, payroll reporting; monitors expenditure records.
• Operates personal computer, various office equipment and various software programs, e.g., word processors, database and spreadsheet programs, calendar schedulers.
• Performs related duties as directed when such duties are a logical and appropriate assignment to the position.

Qualifications

High school diploma or GED equivalent plus three (3) to five (5) years progressively responsible administrative support experience, preferably with office management responsibilities at a reporting level to a Division or Department Head of a major unit of the employer; or an equivalent combination of training, education and experience. Must possess and maintain a valid Florida driver's license. Bilingual preferred.

Supplemental Information

Considerable knowledge of the operations of the unit to which assigned. Considerable knowledge of Business English, spelling, and arithmetic. Considerable knowledge of office practices, procedures, and equipment. Ability to make arithmetic computations with speed and accuracy and to perform filing, posting, and other clerical work. Ability to establish and maintain effective working relationships with employees and the general public, and to deal with public relations issues tactfully and courteously. Ability to operate a personal computer including, but not limited to word processing, spreadsheets, and electronic mail. Ability to take dictation and to transcribe dictation accurately and at a reasonable rate of speed, if the position requires this skill.