Administrative Assistant II

Job Title

This position is responsible for performing administrative and clerical support work at Authority facilities.

Job Summary

This position is responsible for performing administrative and clerical support work at Authority facilities. Employees in this class perform a variety of duties requiring reasonable initiative and independent judgment under minimal supervision.

Employees of the Peace River Manasota Regional Water Supply Authority may be designated as essential personnel during a declared emergency or disaster situation. In such circumstances, employees may be assigned duties to or responsibilities necessary to support the protection of public health and safety, preservation of life and property, and the continued operations of the Authority. Employees may be required to work before, during, and/or after an emergency event as determined by operational needs. Employees may be temporarily assigned alternate duties, schedules, reporting locations, or responsibilities during emergency operations.

Essential Job Functions

• Performs the duty of receptionist and answers the phone.
• Prepares and transmits correspondence, documents, and reports.
• Maintains office supply inventory. Orders supplies as needed and authorized.
• Compiles information for requests and reports.
• Attend meetings to take minutes and document follow-up actions, as requested.
• Provides administrative liaison duties between the Authority and contractors, vendors, and other agencies.
• Assists in the administration of daily business activities, including onboarding of new employees.
• Carries out management directives in areas including employee relations, purchasing, finance, intergovernmental relations, and other administrative areas.
• Solicits quotes for goods and services, requests purchase orders according to Authority Procurement Policy, and places order for goods and service as requested.
• Processes purchase orders and department invoices according to Authority policy.
• Takes and transcribes correspondence, statements, affidavits, and reports from stenographic, handwritten notes, or recording equipment using modern office equipment.
• Performs general housekeeping duties, as assigned.
• Maintains accurate and detailed facility records in conformance with established rules.
• Keeps and reviews all pipeline maps and ensures they are up to date both physically and electronically.
• Controls the security gate as needed for access to PRMRWSA property.
• Participates in the department cross-training initiatives to acquire knowledge and skill sets to support the department and the Authority.
• Performs other related job duties as assigned.

Qualifications

Education and Experience:

High school diploma, vocational or GED; supplemented by advanced vocational or college level course work in typing, stenography, computer operations, or administrative management, or acceptable equivalent; and two (2) years of experience in administrative, clerical work; or an equivalent combination of education and experience.

Special Qualification:

A valid State of Florida driver's license to operate the motor vehicle operated. The requirement exists at the time of hire and as a condition of continued employment.

Knowledge, Skills and Abilities:

• Knowledge of PRMRWSA policies and procedures.
• Knowledge of business English composition, office procedures and protocol.
• Ability to communicate clearly, concisely, and effectively, both orally and in writing.
• Ability to understand, follow, and convey written and oral instructions.
• Ability to collect, organize and evaluate data, and develop logical conclusions.
• Ability to perform basic mathematical calculations.
• Ability to work effectively with others.
• Ability to use and be proficient in the use of computer systems, modern office equipment, and computer software, including the Microsoft Office suite.
• Ability to operate a motor vehicle properly and safely.
• Ability to work independently with minimal supervision

Minimum Standards Required to Perform Essential Job Functions

Physical Demands:

The work is light work which requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects. Tasks typically will involve a relatively low level of physically demanding work but may include walking, stooping, kneeling, crouching, crawling, lifting, carrying, pushing, and/or pulling moderately heavy objects. In addition, you must have the ability to sit and stand for extended periods.

Sensory Abilities:

Some tasks require the ability to perceive and discriminate sounds. Some tasks require the ability to perceive and discriminate colors or shades of colors. Some tasks require the ability to perceive and discriminate depths. Some tasks require the ability to perceive and discriminate odors. Some tasks require visual perception and discrimination. In addition, you must have the ability to use visual, auditory, and olfactory cues to detect faulty operating characteristics in equipment and/or process and make corrective repairs and adjustments.

Work Environment:

Tasks will primarily involve work in an office environment. Some work outdoors in a wide range of southwest Florida weather and field conditions may be required.