Senior Staff Assistant

Administrative Support Position

The City of Eustis is seeking a trustworthy, responsible individual who, under direction, performs highly specialized and responsible administrative work involving the operation of a department or division office. The employee works with considerable independence within the scope of established rules, regulations, and procedures. Examples of Machines, Tools and Equipment Used: General office equipment Supervision Received: Assigned by Department

Essential Job Functions

Duties may include some or all of the following job functions:

• Serves as administrative support to a department or division;
• Composes, types and prepares correspondence, reports, forms, etc.;
• Greets and assists the general public and other visitors;
• Answers the telephone, takes messages, screens and directs calls;
• Interprets and explains administrative policy and decisions, when needed;
• Schedules meetings and maintains appointment schedules and calendars;
• Establishes and maintains logs, files, databases, and other records;
• Performs research and analyzes and compiles data for departmental reports;
• Opens, sorts and distributes mail;
• Processes materials for meetings; records and transcribes minutes, when assigned.
• Orders and maintains inventory of office supplies;
• Monitors service contracts and provides for routine maintenance/repairs;
• Verifies accuracy of credit card statements and billing;
• Initiates budgetary purchases and processes invoices for payments;
• Monitors and balances departmental budget expenditures;
• Processes employee timesheets for payroll;
• Collects, receipts, balances and records money and negotiable instruments received by the department;
• Assists in preparation of annual budget.

Other Job Functions:

• Assists in the preparation of special events;
• Assists the City in the preparation for and aftermath of a major emergency such as a hurricane or other storm or disaster;
• Performs other related duties as required.

Requirements

Knowledge, Abilities and Skills Thorough knowledge of business English, punctuation, mathematics and spelling; knowledge of general office practices and procedures; knowledge of departmental operations and procedures; knowledge of accounting and bookkeeping principles and practices Ability to compose effective and accurate correspondence, reports, etc.; ability to maintain files and keep accurate records; ability to assemble, analyze and organize data and prepare reports; ability to work well with others and assist the public cooperatively and courteously; ability to express oneself clearly in verbal and written form; ability to make minor decisions in accordance with departmental policy; ability to record and transcribe minutes of meetings; ability to maintain confidentiality; ability to remain at a city work shelter, before, during and after, a hurricane or other storm or disaster, if asked. Skill to type at least 35 CWPM; intermediate to advanced skills in Microsoft Word and Excel; skill in the use of general office equipment, including computers, printers, scanners, copiers, etc. Minimum Qualifications: High School Diploma or recognized equivalent; one (1) year additional training or education, preferably in secretarial, business, or related field; three (3) years' experience in a highly responsible secretarial support position. Experience with a municipality, county, or other governmental agency; accounting/bookkeeping experience; and/or Associate's Degree from an accredited college or university are highly desirable.

Working Hours: Monday through Friday, 7:00 a.m. to 4:00 p.m.

Supplemental Information

Physical Demands: This is primarily sedentary work with some periods of moderate physical effort. Requires sitting for long periods of time; walking short distances; bending and reaching; good finger/hand dexterity and hand/eye coordination; good eyesight, hearing, and speech; occasional lifting up to 35 pounds and occasional carrying/pushing/pulling up to 35 pounds.

Salary Information: $20.0028 per hour ($41,605.87 per year); EXCELLENT benefits (Note: See Benefits Tab for more information). Applicants should expect a starting salary of $20.0028 per hour. Only applicants with the most job-related qualifications will be selected for interview and further consideration. Additional consideration may be given to applicants with more extensive education, training, or experience. Final candidates will be subject to skills testing. Following a thorough background investigation, including a criminal history and driver's license check, the candidate will be given a conditional offer of employment.

Benefits

To: Candidates for Employment with the City of Eustis The City is Proud to Announce the Following General Employee Benefits: (Please note: This is a summary only and is not intended to be a complete description of covered benefits. This information does not replace, add to or change the City's personnel rules or other written policies, regulations, contracts or certificates. If a discrepancy arises, the actual policy, regulation, contract or certificate will prevail in all circumstances.) Health Insurance: Florida Blue Plans 05901 and 03559 are available at no cost to the employee. Florida Blue PPO Plan 03769 and HMO Plan 55 are available buy-up plans. Dependent coverage is available on all plans for a monthly premium. Dental Insurance: Cigna Dental benefits are available at no cost to the employee. Dependent coverage is available for a monthly premium. VisionCare: Vision benefits are available through National Vision Administrators (NVA) for a modest premium. Dependent coverage is also available. Group Life and Accidental Death & Dismemberment Insurance: The City provides $20,000 group life insurance and $20,000 accidental death benefits for general city employees. The City provides $50,000 group life and $50,000 accidental death benefits for Department/Division Directors. Employees may purchase supplemental policies through payroll deduction. Empower 401 Money Purchase Plan: Funded 6% by City contributions and 4% by employee contributions—must work five (5) years to have a vested interest. Employee contributions are pre-tax. Comprehensive range of investment options is available through Empower. Empower 457 deferred compensation plan and 457 Roth options are available. Annual Leave: Annual leave is earned at the rate of eight (8) hours per month through six (6) years. After seven (7) years, additional accruals per year to a maximum of 188.4 hours (23.55 days) per year. Sick Leave: Sick leave is earned at the rate of eight (8) hours per month of employment, not to exceed 96 hours (12 days) per year. Holidays: Paid holidays include New Year's Day, Martin Luther King Day, Memorial Day, Independence Day, Labor Day, Veteran's Day, Thanksgiving Day, Thanksgiving Friday, Christmas Eve, Christmas Day, and a Personal Holiday. Full time employees (except Directors, Deputy Directors or equivalent positions), who are required to work on an approved holiday, receive pay at one and one half (1.5) times their regular hourly rate for time worked on that holiday. Merit Plan/Pay Increases: Yearly merit increases, when funded, are based on a Performance Evaluation Score. Funeral Leave: The City provides for up to 3 days in state and 5 days out of state, upon approval. Uniforms: Furnished by the City in certain departments. Direct Deposit: Optional but recommended. Financial Advice: Free financial advisor available, by appointment. Tuition Reimbursement: Approved reimbursement after initial trial period (contingent upon availability of funding). Other Benefits:

• Cemetery & Urn Interment spaces for deceased employees and retired employee with 7 or more years of service
• Prepaid LegalShield and ID Theft Protection
• Aflac supplemental insurance policies
• Flexible Spending Reimbursement Plans for Medical Expenses and/or Childcare
• Free Employee Fitness Center

Optional Employer Program: Section 125 Cafeteria Plan – Supplemental insurance costs may be deducted from pre-tax dollars, at the option of the employee.