ADMINISTRATIVE ASSISTANT II

Clerical, Administrative, and Office Support Duties Under limited supervision, performs a variety of clerical, administrative, and office support duties to assist in the efficient operation of an assigned City department. Responsibilities include maintaining records, preparing correspondence and reports, processing purchasing and payroll documentation, providing customer service, and coordinating routine administrative activities. Job Duties and Responsibilities The job duties/responsibilities listed below are those that an employee must be able to perform, with or without reasonable accommodation. The list of duties is intended to be representative of the tasks performed within this classification. The omission of a duty does not preclude management from assigning essential duties not listed herein if such duties relate to the position. Management may modify this description as the needs and requirements of the position change. Maintains departmental records and files, including scanning, organizing, retrieving, and archiving documents in accordance with established records retention requirements. Prepares, processes, and monitors purchasing requisitions, purchase orders, invoices, and other financial documentation. Reviews and reconciles invoices and forwards documentation to the appropriate City department for processing. Coordinates meetings, prepares and distributes agendas, records and transcribes meeting minutes, and prepares reports of proceedings. Provides customer service by responding to telephone calls, emails, and in-person inquiries; provides general information regarding departmental services and directs inquiries to appropriate personnel. Assists with departmental payroll functions, including maintaining timekeeping information and preparing payroll documentation for submission to the Finance Department. Prepares monthly operational reports, reconciliation reports, reimbursement requests, and other administrative reports as required. Requisitions office supplies and equipment and maintains related records. Assists with preparation of departmental budgets and reviews operating reports for accuracy and compliance with established policies and procedures. Provides administrative assistance with scheduling appointments, coordinating departmental meetings, and maintaining calendars. Prepares, types, formats, proofreads, and distributes correspondence, memoranda, reports, and other departmental documents. Perform all related duties as assigned. Minimum Requirements High school diploma or GED (Education will be verified) and three (3) years of secretarial or administrative experience, or any equivalent combination of training and experience. Supplemental Information •Knowledge of standard office practices, procedures, equipment, and clerical techniques; general knowledge of business English, spelling, and arithmetic. •Knowledge of records administration and maintenance techniques and procedures. •Knowledge of common software applications such as Microsoft Office suite. •Skill in using general office equipment (e.g. computer, telephone, printer, copier, etc.) •Skill in editing documents for correct grammar. •Skill in completing assignments accurately with attention to detail. •Ability to prepare written reports, correspondence, and meeting minutes. •Ability to maintain administrative and fiscal records, prepare reports, purchase orders. •Ability to maintain confidentiality of departmental information and records. •Ability to communicate, understand and carry out moderately complex oral and written instructions. •Ability to establish and maintain effective working relationships with City officials, employees, and the general public Equal Employment Opportunity Statement The City of Riviera Beach, Florida, is an Equal Opportunity Employer (EEO) and Affirmative Action Employer. All applicants receive consideration for employment without regard to race, color, religion, gender (including identity or expression), marital status, sexual orientation, national origin, age, disability or any other protected classification as defined by applicable law (except as limited by Personnel Rules, Collective Bargaining Agreements, or bona fide occupational qualifications). Title I of the Americans with Disabilities Act (ADA) protects qualified individuals with disabilities from employment discrimination. Under the ADA, a person has a disability if he/she has a physical or mental impairment that substantially limits a major life activity. The physical demands described within the job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the ADA, the City of Riviera Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat of significant risk to the health or safety of themselves or others. Requirements are representative of the minimum level of knowledge, skills, and ability. Benefits Benefits for Employees include: 100% healthcare paid for (basic plan) 100% dental paid for (basic plan) $40,000 of Life and AD&D Florida Retirement System (Employee 3%, Employer 14.03% - Total 17.03% to retirement) EAP (for you and family) PTO Days (including sick and vacation - based on CBA, Collective Bargaining Agreements) City of Riviera Beach