Office Associate IV

Administrative Support

This is responsible administrative support work performed relative to the needs of the department and/or the person to whom assigned.

Illustrative examples of essential duties include:

• Performs a variety of responsible general administrative support duties relative to the needs of the department and/or specific staff person to whom she/he may be assigned, including typing, filing, copying, scheduling appointments and meetings, screening telephone calls, handling incoming/outgoing mail, assisting in projects as assigned
• Creates a variety of documents, technical and statistical reports, data for publication, and other material where knowledge of format and presentation is necessary
• Answers routine correspondence for supervisor independently
• Reviews and checks records, forms, and other documents for accuracy, completeness, and conformance to rules and regulations
• Posts a wide assortment of information to records
• Collects information from a variety of sources and compiles data for special and periodic reports
• May act as a secretary to one or more boards or committees; arranges board and committee meetings; takes and transcribes meeting minutes
• Interviews and assists visitors
• Prepares the department or staff payroll; prepares and maintains departmental personnel records
• Operates standard office, word processing, and data entry equipment
• May set up and supervises the maintenance of filing systems
• Supervises and trains subordinate clerical employees

Minimum requirements include:

• Bachelor's degree in Public/Business Administration or a related field
• One (1) year of full-time responsible administrative experience in public or business administration, including the use of personal computers
• Ability to establish and maintain effective working relationships with employees, City officials, and the general public
• Experience may substitute for education on a year-for-year basis

Physical requirements include:

• Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact
• Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to, word processor, calculator, copier, and facsimile machine
• No significant standing, walking, moving, climbing, carrying, bending, kneeling, crawling, reaching, handling, sitting, standing, pushing, or pulling

For all positions:

• Ability to establish and maintain effective working relationships with elected officials, coworkers, the press the general public and members of diverse cultural and linguistic backgrounds regardless of race, religion, age, sex, disability, political affiliation, gender identity or sexual orientation.
• Ability to serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of all city ethics and conflicts of interest policies. Strong understanding of ethical behavior is required.
• Ability to maintain regular and punctual attendance.
• Performs related work as required.
• Reports to work as directed during an emergency as an essential employee of the City of Miami Beach.

For all technical, professional, supervisory and managerial positions:

• Ability to develop innovative and creative solutions to issues consistent with the City's strategic plan.

Applicants must detail any related work experience on the application or risk disqualification. It is the applicant's responsibility to update their NEOGOV profile with work experience, education, certifications and personal contact information when submitting each application, failure to do so will result in ineligibility. City of Miami Beach employees must reflect their current position and detail their work experience on the application to avoid being disqualified. Veterans Preference is awarded in accordance with Florida State Statute 295.07. If veteran's preference is being claimed, it must be indicated on the application form and proper documentation, including all forms DD-214 (either Member 2 or Member 4), as well as the final Department of Defense Disability Letter (dated within one year) must be submitted with the application.