Administrative Assistant I - Auditorium - Job Description

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CHARACTERISTICS OF THE CLASS

Under the supervision of the Recreation Superintendent, performs secretarial and clerical duties in connection with the management of the Auditorium office. Work involves standard secretarial duties including typing, filing, office machine operation, maintenance of records, and checking the accuracy and completeness of various forms, applications, reports and documents. Work is performed with some independence within the scope of established policies and procedures. Work assignments are generally oral. Work is reviewed through observation, conferences, periodic inspections, and for results obtained. Performs other work as required.

EXAMPLES OF DUTIES

A    ESSENTIAL FUNCTIONS

Performs clerical duties including typing, filing, answering  phone inquiries, rental contracts and various other items.

Acts as receptionist and performs public relation functions with the public: receives and dispenses information by telephone, e-mail or by direct contact with the public and explains departmental programs.

Prepares, processes and maintains various calendars, records,
correspondence, contracts, purchase requisitions and files and handles and distributes daily mail.

Receives monies for facility rentals and assists with the daily cash sheets, reconcile cash drawer and submit money and reports to revenue.

Records payroll information and prepares timesheet for processing.

Assists with inputting of Auditorium budgets into the computer; maintains and keeps track of budget spending including all invoices and submits invoices to accounts payable for payment.

Obtains documents, files, and background information for the supervisor; may procure supplies, equipment, printing, and maintenance services.

Maintains the supervisors calendar and arranges appointments; schedules meetings; may be requires to complete errands involving City business.

Maintain auditorium public information including pamphlets, flyers, brochures, annual reports and web pay information.

Responsible for the care and maintenance of auditorium copy machine, fax machine and laser printers.

May perform other duties unique to the department, division or program.

REQUIREMENTS

A.    TRAINING AND EDUCATION

High School diploma or GED required supplemented by courses in business office practices, and two years general office experience at the full performance level.  Ability to operate personal computer using Microsoft

Office Word and Excel applications. Experience with the use of Munis financial software and Rectrac software is preferred. Must have a valid Florida driver’s license. Applicants who possess a valid out of state driver’s license must obtain the Florida driver’s license within 10 days of employment. Must be able to type 40 words per minute with accuracy. Typing test from CareerSource Brevard must be submitted for application to be considered.

B.    KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of the procedures, duties and responsibilities of the unit of operations to which assigned.

Knowledge of Business English, spelling. Punctuation and mathematics.

Knowledge of current office practices, methods and procedures.

Ability to work effectively and courteously with the public and other employees.
    
Ability to understand and communicate the policies, procedures and services of the department, division, or program.

Ability to establish and maintain effective working relationship with other City employees and general public.

Ability to follow complex written and oral directions.

Ability to carry out a wide scope of clerical procedures as well as compose effective and accurate correspondence, reports and similar materials and to deal with routine matters.

Ability to operate or learn the use of modern office equipment such as a copiers, computer, calculator, and facsimile

Ability to maintain records and to prepare reports for such records.

C.    PHYSICAL AND MENTAL REQUIREMENTS

Ability to sit for extended periods of time not to exceed eight (8) hours in one day.

Ability to communicate clearly in English both orally and in writing.

Ability to deal with and work effectively with the stress that relates to angry or irate customers on occasions.

Ability to see, read, writes, speak and comprehend conversation and symbols in English.

Ability to operate office equipment which requires the use of hands, wrists, and fingers.

Ability to walk, stands, reaches, kneel, bend and stoop throughout the working day.

Ability to hear and comprehend conversation spoken in various tones of voice and various speeds.

Ability to lift and carry items not to exceed twenty (20) lbs. for distances not to exceed 100 yds.

   

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 Date - 3/28/16