Administrative Assistant I Job Description

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CHARACTERISTICS OF THE CLASS

Under the supervision of the Streets & Stormwater Superintendent. Performs a wide array of advanced secretarial tasks, which require the application of some independent judgement and office knowledge. 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. Assignments usually consist of statements of desired objectives. Work is reviewed by observation and for results obtained. Employee may be required to work unscheduled overtime based on operational needs. Performs other work as required.

EXAMPLES OF DUTIES

A.    ESSENTIAL FUNCTIONS

Types a variety of forms, records, statements, and reports, including correspondence, requisitions, briefs, bulletins, agendas, and various other items.

Acts as receptionist; receives and dispenses information by telephone, e-mail, oral communication with co-workers, letter, or by direct contact with the public; explains departmental programs.

Prepares, processes, and maintains various charts, records, reports and files, handles and distributes daily mail.
    
Records payroll information and prepares timesheet for processing. Tracks and maintains leave usage files within the division.

Maintains a daily work order program.

Processes, maintains, records, and prepares reports for transaction, involving the application of knowledge gained through experience; such as payroll, governmental records, progress reports, and reports relating to the activities of the department.

Receives and dispatches radio messages.

Researches prices and orders supplies for division.

Maintains the supervisor’s calendar and arranges appointments; schedules meetings; may be required to complete errands involving city business.

Inputs the Streets and Stormwater Division budgets into the computer; maintains & keeps track of budget spending and all invoices and submits invoices to accounts payable for payment. Prepares monthly and quarterly budget status for the Superintendent and keeps him advised of sub-object percentages. Assist the Superintendent with annual Budget preparation, to include Capital Outlay, Operations Budgets, Capital Improvement Projects including; preparing a list for Engineering of streets to be overlaid.

Makes travel arrangements and maintains records of itinerary; orally relays messages and instructions from the supervisor to subordinates.

Responsible for tracking division assets, annual inventory of assets, and maintenance of asset files. Maintains an inventory of office supplies for the division.

Maintains and follows up on the Florida East Coast Railroad contracts and paying of the invoices.

Schedules regular and emergency utility locates by phone or through the on line process

Works closely with Water Distribution & Wastewater Collection Divisions on emergency jobs, setting up jobs for Asphalt & Concrete repairs.     


REQUIREMENTS

A.    EDUCATION AND TRAINING

High School diploma or GED required, supplemented by courses in business office practices, and two years general office experience at the full performance level or any equivalent combination of acceptable education and experience. Ability to operate personal computer using Microsoft Office Word and Excel applications. Experience with the use of Munis financial software. Experience with an Enterprise Asset Management (EAM) Software, such as Infor EAM, particularly with the work order module preferred but not required. 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 45 words per minute with accuracy. Typing test from Brevard Workforce must be submitted for application to be considered.

B.    KNOWLEDGE SKILLS AND ABILITIES

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

Knowledge of current office practices, methods, and procedures.

Knowledge of business English, spelling, punctuation and mathematics.

Ability to maintain records and to prepare reports for such records.
    
Ability to understand and communicate the policies, procedures, and services of the department, division, or program.
    
Ability to establish and maintain effective working relationships with other City employees and the general public.

Ability to operate a variety of modern office equipment such as telephones computer, copier, facsimile, typewriter, and calculator.

Ability to accurately type 45 correct words per minute.

C.    PHYSICAL AND MENTAL REQUIREMENTS

Ability to work in heat, cold and around noise.

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

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

Ability to use hands, wrists, and fingers to write and type.

Ability to reach and grasp objects.

Ability to sit for periods of time not to exceed four hours consecutively.
    
Ability to lift weights not to exceed twenty (20) lbs. and for distances not to exceed 100 yds.

Ability to bend, stoop, and kneel.

Ability to work regularly scheduled hours.



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