Administrative Assistant I - Personnel/Payroll Job Description

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CHARACTERISTICS OF THE CLASS

Under the general supervision of the Deputy Chief, this position is responsible for and performs a wide array of specialized administrative duties which require the application of some independent judgement and office knowledge 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. Work involves advanced clerical duties including typing, filing, office machine operation, maintenance of records, and checking the accuracy and completeness of payroll, various forms, applications, analytical reports, audits and source documents.  Assignments usually consist of statements of desired objectives.  Performs other work as required.

EXAMPLES OF DUTIES

A.      ESSENTIAL FUNCTIONS

Types a variety of forms, records, statements, and reports, including, departmental requisitions for replacement personnel, and various other items using Microsoft Word.

Performs payroll maintenance, verification of time sheets and leave slips, processing, and reporting using Telestaff and MUNIS.

Trains and assists department personnel in performing time-keeping functions and addresses work related problems using good judgment.

Submit Payroll for the entire Police Department.

Designs and maintains Microsoft Excel Spreadsheets reports and files related to various personnel and payroll actions.

Prepares form letters and division correspondence utilizing Microsoft Word.

Researches and prepares specialized reports for senior management’s use.

May perform other duties unique to the department, division or program that are technical in nature.

Answers questions and provides personnel information on the telephone and in office.

Responsible for compiling and preparing payroll reports for the Police Department through use of the MUNIS program on a bi-weekly basis, utilizing personal computer program and manual entries.

Maintains FMLA and Workman’s Compensation reports

Maintain accurate and up-to-date records for personnel, extra duty, and payroll.

Prepare, distribute and track performance evaluations for Police Department on a monthly basis.

Compile, type, and distribute various types of correspondence, email and memoranda.

Ensures proper retention/storage of personnel, extra duty, payroll, and false alarm files.

REQUIREMENTS

A.      EDUCATION AND TRAINING

High school graduation or equivalent and a minimum of two years general office experience at the full performance level. Proficiency in Microsoft Word, Excel, Power Point, and Adobe Acrobat required. Ability to type 35 cwpm. Typing test from CareerSource Brevard must be submitted with employment application to be considered. State of Florida Driver’s License required or possession of an out of state license and the ability to obtain a Florida Driver’s License within 10 days of employment.

B.      KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of the duties, functions, and responsibilities of the Department.

Knowledge of procedures, policies, practices, rules and regulations governing administrative functions and their interpretations.

Knowledge of modern office procedures, methods and practices in planning and organizing work to meet goals and objectives.

Skill in communication, including proficiency in English, grammar, and sentence structure. Skill in preparing and editing Word, Excel, and Power Point documents.

Skill in compiling and publishing documents utilizing Adobe Acrobat.

Skill in operating modern office equipment; such as, calculator, personal computer, typewriter, copier, scanner, and other standard office equipment.

Skill in making and verifying mathematical calculations.

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

Ability to understand and communicate the personnel policies, procedures, collective bargaining agreement and services of the department, division, or program.

Skill in dealing effectively and courteously with fellow co-workers, other City employees and the general public.

Ability to type with speed and accuracy.

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 learn and be proficient in Telestaff, MUNIS and other department utilized software programs.

C.      PHYSICAL AND MENTAL REQUIREMENTS

Ability to exercise independent judgment and sensitivity on complex and confidential administrative, technical, and secretarial tasks.

Ability to compose effective and accurate correspondence and reports and to deal with non-routine matters without assistance from the supervisor.

Ability to work under pressure and in stressful situations.

Ability to meet specific deadlines upon demand.

Ability to maintain a high level of concentration with continual interruptions.

Ability to see and read letters, numbers, words, characters or symbols which are both large and small.

Ability to print and draw letters, numbers, words, characters, and symbols - must be legible and understood by others.

Ability to use a typewriter or computer keyboard and type at a specific rate of speed which requires the use of fingers and hands.

Ability to hear, speak and understand conversation in English in a normal tone of voice and with an accent.  Use of senses which include sight and hearing.

Ability to lift, carry, push or pull items which may weigh up to 20 lbs.

Ability to grasp awkward and heavy files and transport them short distances.

Ability to carry items from one point to the other for a distance which may range from less than 10 feet to not more than 300 yds.        

Ability to bend, kneel, or squat and stay that way for short periods of time.

Ability to move back and forth and sideways while in a bending, kneeling, or squatting position.

Ability to sit and type continuously for long periods of time, i.e., from thirty (30) minutes to two (2) hours.

Ability to carry on conversations with public and other staff members.

May be required to operate an automobile to run errands for office.

 

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: 9/14/16