Administrative Assistant - Public Works

Administrative Assistant, Public Works

This is a temporary, full-time Administrative Assistant, Public Works position. The role will be staffed through a temporary agency, but the work will be performed within the Public Works Department.

The Town of Palm Beach is an internationally acclaimed destination known worldwide for its extraordinary beauty, small-town charm, and exceptional service standards. Our residents are some of the world's most influential people and they choose Palm Beach to call home because of the amazing quality of life. The Town is seeking a key position to perpetuate its values, of excellence and reliability in this one-of-a-kind setting.

Do you share these values? Are you ready for the challenge? Come be part of our team!

The Town of Palm Beach employees are driven by the vision to deliver the highest quality service by continuously improving and always striving to be the standard by which all others are measured. The employees of the Town commit to and are guided by the following values:

Respect for everyone;

Highest ethical standards;

Cooperation and teamwork;

Commitment to quality;

Spirit of innovation;

Open and timely communication; and

Personal responsibility and accountability.

If you share these values, apply to join our team. Public Works exists to create and maintain an attractive, safe, pleasing, and clean environment for the citizens of Palm Beach and an efficient, effective environment for all of the employees who serve this community by applying systems and techniques that provide for excellent operation, maintenance, and repair of public buildings and grounds, continuous upgrading of general infrastructure, coastal protection, engineering and construction services.

Administrative Assistants serve as a primary and/or first point of contact for their department or division. An important quality, expected of those who serve in these positions, is exceptional customer service in working with the public as well as internal employees. As specific tasks vary by department or division, Administrative Assistants perform a variety of clerical and administrative duties that include, but are not limited to, telephones, filing, photocopying, sorting and distribution of mail, recordkeeping, and business-related correspondence.

Key Responsibilities

• Provides general departmental and/or program information to the public and/or Town employees.
• Answers telephones, inquiries, furnishes requested information, and directs calls to appropriate Town staff, referring calls to other departments or agencies according to established procedures.
• Utilizes excellent customer service to assist or direct the public and/or employees.
• Performs a variety of administrative tasks, including the inventory and stocking of office and department-specific supplies, scheduling and setting up meetings/appointments, making photocopies, sending facsimiles, preparing outgoing mail, and sorting and distributing incoming mail.
• Prepares and maintains various records, documents, and reports in accordance with department-established procedures.
• May receive registrations and/or other solicited or requested information from the public and/or Town employees and forward gathered/consolidated information to appropriate Town staff.
• May fill in or provide backup for other administrative personnel when necessary.
• Composes and prepares courteous and professionally formatted business-related correspondence, memoranda, and other documents from rough draft or general instructions. Completes necessary standard department forms for supervisor review or submittal of information for internal Town use. Proofreads correspondence and other materials for grammatical correctness and content.
• Processes department/division mail by opening, date stamping, and distributing to the appropriate personnel in accordance with established procedures. Maintains mailing lists and department mailings as necessary.
• Maintains an accurate and efficient filing and tracking system by creating new files, removing outdated files for archiving and/or disposition, and sorting, scanning, and filing documents by type and/or subject as appropriate. Utilizes various software and hard files to provide a consistent, organized tracking system, maintaining records in accordance with applicable Florida State Statutes.
• May perform clerk duties, prepare agendas and compile supporting backup documents and minutes in a manner consistent with Town recordkeeping standards for public meetings such as but not limited to Town Council meetings and other public meetings for Town boards and commissions, which may be held quarterly or otherwise. Ensures timely distribution of backup documentation.
• Compiles department/division technical and statistical data, prepares and/or maintains various records and reports, checking and proofing for accuracy in accordance with established procedures. Utilizes department-specific software to organize and track related information.
• May receive and prepare responses to public records requests from the public and/or town personnel in accordance with Florida State Statutes.
• May prepare appropriate requests, forms, and travel arrangements for department/division personnel.
• May maintain staffing information for division/department personnel and/or coordinate assignment of personnel for work orders, public details, or assignment.
• May schedule, arrange, and organize division/department meetings or events for the public and/or employees. Coordinates personnel, scheduling, documentation/filing, and billing, if applicable.
• Processes and files necessary department/division paperwork with appropriate staff and tasks required for various employee personnel-related actions to Human Resources. May prepare and/or enter bi-weekly payroll for the department/division, including entering and verifying hours.
• Processes vendor and service invoicing, billing, and reconciliation associated with the department/division.
• May collect and record fees/donations according to department procedures and Finance Department policies and direct/process those funds to appropriate staff. Maintain accurate and detailed files of the collected fees/donations and expenditures.

Minimum and Preferred Qualifications

• Must possess a high school diploma or GED equivalent.
• A minimum of three years clerical or office support work experience required.
• Customer service experience in a professional office setting preferred.
• Possession of a Notary Public certification preferred.
• Certified Administrative Professional (CAP) and/or CAP with Organizational Management (OM) specialty with the International Association of Administrative Professionals preferred.
• Must be able to successfully type a minimum of 40 words per minute on a timed evaluation.
• Must be able to successfully pass the minimum competency level for the essential skills of this position: Microsoft Word and Excel, proofreading.

Skills and Competencies

• Operates general office equipment, i.e. telephone, photocopier, facsimile, scanner, tape or electronic dictation machine, transcription systems, and computers.
• Considerable knowledge of business English and good skills in grammar, spelling, and punctuation.
• Software skills, or equivalent systems, for the following programs: Microsoft Word, Microsoft Excel, Microsoft Outlook (or equivalent), Novus Agenda, Laserfiche document imaging, EDEN or similar enterprise database, Granicus, Trackability, and TrackComp.
• Considerable knowledge of the administrative and procedural aspects of Town government.
• Ability to accept and balance necessary direction from more than one supervisor.
• Ability to work independently or under minimal supervision.
• Strong public and employee relations skills and ability to maintain positive, friendly, and professional environment at all times.
• Excellent organizational skills and ability to prioritize workload and handle multiple projects and deadlines in an efficient and effective manner.