Administrative Assistant

Job Title

Delivers diversified administrative support to department managers, supervisors, and employees. Handles purchasing transactions, assists with payroll management, and plays a key role in planning department events. Displays exceptional customer service to both internal employees and outside vendors while resolving issues independently. This position reports to an assigned supervisor.

Leadership

• Demonstrates an understanding and reflection of the City's mission, vision, and values and a commitment to achieve organizational goals aligned with the City's strategic plan
• Champions a high performance work culture that encourages and embraces new ideas, develops individuals and welcomes and encourages diverse perspectives
• Articulates strategic and innovative thinking and provides clarity to deliver superior services
• Approaches the job with enthusiasm and curiosity to promote a solutions-oriented work culture

Management

• Effectively manages assignments and priorities to ensure the fulfillment of projects, tasks, and responsibilities
• Follows suggested procedures to assure the highest standards of risk management, employee safety and risk avoidance

Technical

• Delivers diversified administrative support to department managers, supervisors, and team members
• Work may involve confidential and sensitive material
• Prepares, tracks, processes, and organizes credit card statements, purchase order requisitions, and invoice payments; tracks and logs expenditures
• Assists with payroll entries and serves as backup for Office Administrator
• Provides customer service to employees and citizens while resolving issues and complaints independently
• Processes personnel changes including new hires, separations, workers compensation, requisitions, and personnel action requests (PAR)
• Responsible for specific aspects of department events such as planning food and decorations
• Serves as key resource with procedural knowledge and updates standard operation procedures (SOP)
• Maintains various programs for department
• Orders office supplies and tracks inventory
• Fields telephone calls and transfers to appropriate person as necessary
• May assist with interviewing and/or on-boarding new employees
• Maintains files for department

Team Skills

• Supports honest and transparent decision-making
• Collaborates with all team members in a way that builds upon ideas and takes personal accountability and ownership of projects, roles, and assignments
• Openly exhibits a positive attitude, in words and action, and encourages others to do the same

Performs related work as required.

EMERGENCY RESPONSE STATUS: As a condition of employment, City of Largo employees will be required to work as directed during an undeclared and/or a declared emergency. All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the official job description.

Minimum Qualifications

• High School diploma or General Education diploma (GED) required; some college coursework preferred
• At least five (5) years prior administrative experience
• Prior Workday or other enterprise resource planning (ERP) software experience helpful

Knowledge, Skills, and Abilities

• Professional communication and interpersonal skills with ability to communicate clearly and concisely, both verbally and in writing
• Proficient in word processing, spreadsheets, and presentation applications
• Knowledge of basic accounting principles and practices
• Ability to effectively operate office machines such as computers, calculators and copiers
• Ability to maintain effective and collaborative working relationships with team members and the public
• Ability to input, access, and retrieve data from a spreadsheet or database

Work Environment & Physical Requirements

Work Environment: 100% inside a climate controlled building.

Physical Requirements: The essential functions of the job require: sitting approximately six (6) hours per day, standing approximately one (1) hour per day, and walking approximately one (1) hour per day. The job also requires frequent: fine manipulations, reaching, and repetitive motion, with occasional: bending/stooping, kneeling, pulling, and lifting/carrying objects weighing up to 15 pounds. On rare occasions the work requires: grasping and lifting objects weighing up to 44 pounds.

Sensory Requirements: Hearing: Ability to understand what others are saying in normal conversation. Speaking: Ability to communicate orally with others. Seeing: Ability to see and read fine and/or normal print. Technology: The work requires ability to operate telephones, smart phones, tablets, photocopiers, printers, desktop, laptop computers, calculators and all associated software. The work also requires proficiency with computer hardware and software programs including word, spreadsheet and/or database applications, internet applications, and database management.

Important Information

• No - DRUG TESTING (Safety Sensitive)
• No - CHILDCARE FINGERPRINTING
• Yes - CREDIT CHECK
• No - FDLE AND CJSTC SECURITY CLEARANCE: As mandated by the FDLE, CJSTC and the Largo Police Department, this position may be subject to additional security clearances due to access to the police department facility or police department's electronic data.