Administrative Assistant II Job Description

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CHARACTERISTICS OF THE CLASS

Under the supervision of the Human Resources Supervisor, performs specialized and responsible administrative work for the Department. Incumbent is responsible for relieving Human Resources staff of operational and administrative details. Incumbent works with considerable independence within the scope of established policies and procedures. Position requires discretion and diplomatic skill in representing policies and working effectively with City personnel, officials, and the public. Performs other work as required.

 

EXAMPLES OF DUTIES

A. ESSENTIAL FUNCTIONS

Answers the telephone and assists the public and employees regarding questions related to employment, benefits, procedures, and all matters related to Human Resources.

Takes minutes, composes, and types correspondence for HR staff as assigned.

Prepares and maintains departmental records, reports for meetings, notices, and other matters.

Responds to public records requests.

Coordinates grievance and arbitration hearings, and types grievance responses as directed by the Human Resources Manager.

Takes and transcribes minutes of meetings.

Opens and distributes incoming departmental mail and prepares outgoing mail.

Prepares purchase requisitions, purchase orders, warehouse requisitions, and travel requests.

Processes payment of invoices.

Prepares files and performs filing as needed.

Prepares the Human Resources Department annual Budget.

Updates departmental and City-wide HR forms.

Orders departmental supplies.

Compiles and prepares reports and surveys; searches files and other sources to develop background materials; assists in a variety of office tasks.

Prepares and maintains Human Resources payroll records.

Tracks Commercial Drivers Licenses for CDL testing.

Completes unemployment compensation requests and quarterly check requests.

Coordinates the placement of temporary staff utilizing the contracted temporary employment agency and maintains related correspondence and records.

Prepares Human Resources files to be sent to the off-site storage site and coordinates retention and destruction of records.

Maintains calendar for the Human Resources Conference Room

Assists with completion of E-verify on all new hires within three (3) days of hire.

Completes paperwork and distribution process for final pay checks.

B. MARGINAL FUNCTIONS 

Travels for the Division as needed, obtaining supplies and retrieving retirement gifts.

 

REQUIREMENTS

A. TRAINING AND EXPERIENCE

High School diploma or G.E.D. and three years office experience.  Must be proficient in Microsoft Word. State of Florida Driver’s License required or possession of an out of state license and the ability to obtain a Florida Driver License within 10 days of employment.

B. KNOWLEDGE, SKILLS, AND ABILITIES 

Knowledge of business English, spelling, punctuation, and mathematics.

Knowledge of current office procedures and practices in planning and organizing work to meet goals and objectives.

Skill in taking minutes from spoken conversations.

Skill in the use of a personal computer and various applications programs.

Ability to make independent decisions and to assist in routine Managerial decisions.

Ability to work effectively and courteously with the public and other employees.

Ability to follow complex written and oral directions.

Ability to carry out a wide scope of clerical procedures.

Ability to compose effective and accurate correspondence and reports.

Ability to deal with non routine matters.

Ability to operate modern office equipment.

Ability to type with speed and accuracy.

Ability to operate a motor vehicle.

C. PHYSICAL AND MENTAL REQUIREMENTS

Ability to type on computers and typewriters for extended periods of time without rest and at a fast speed.

Ability to see, read, write, and type messages, files, forms, labels, etc, in the English language.

Ability to kneel, squat, sit, and stand for extended periods of time without rest.

Ability to lift and carry packages that weigh up to 20 pounds.

Ability to work under pressure of deadlines.

Ability to work accurately in a noisy and stressful environment.

Ability to reach and grasp objects.

Ability to stand and walk when going to copy room, retrieving mail, and delivering correspondence to other divisions.

Ability to hear when required to answer phones.

Ability to speak English when communicating with co-workers and the public.

Ability to use fingers, hands, and wrists while operating various office machines and writing messages.

Ability to print or write legibly when taking messages for other staff.

Ability to handle stress when working with deadlines.

Ability to work regularly scheduled hours with little moderation.

Ability to work in confined spaces or small working areas

 

This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position.  While it is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add or remove duties and assign other duties as necessary.  This job description does not constitute a written or implied contract of employment.

Revision - 5/23/17