Administrative Assistant I Job Description

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CHARACTERISTICS OF THE CLASS

Under the direction of the Water Production Superintendent, performs administrative clerical duties in connection with the management of the immediate office. Responsible for relieving the superintendent of operational and administrative details at the Superintendent’s direction. 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

Receives telephone calls and distributes incoming mail; greets callers; handles routine matters personally; routes more technical matters to the proper person or section.

Maintains the superintendent’s calendar and arranges appointments; schedules meetings.

Maintains records of correspondence, both incoming and outgoing; follows up on work in progress; establishes and maintains subject matter files.

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

Makes travel arrangements and maintains records of itinerary.

Prepares and accurately types correspondence, records, statements, budget requests, various forms and reports, including requisitions, briefs, bulletins, agendas, minutes, and various other items using a personal computer and other modern office equipment.

Acts as a receptionist; receives and dispenses information by telephone, e-mail, written correspondence, or by oral communication with co-workers, vendors, and the public.

Receives incoming U.S. mail, parcel packages, and inter-departmental mail and distributes to division supervisors and other personnel. May be required to complete errands involving City business to include mail runs.

Records payroll information and prepares timesheet for processing. Tracks and maintains leave usage files within the division.

Maintains file systems including records, important documents, and correspondence located in the division main office and in the archived records room. Maintains confidential employee files and protects sensitive information.

Assist division management in the processing of various records and reports related to the activities of the division, including but not limited to budget reports.

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

Prepares for processing purchase requisitions, invoices for payment, including record keeping, routing, coordination of activities and preparation for payment. Also responsible for maintaining these files.

Prepares, records, maintains operating budget expense journals and ledgers to track budget activity.

REQUIREMENTS

A.    TRAINING AND EXPERIENCE

High school diploma or GED equivalent, supplemented by course in business practices and two years of increasingly responsible business or office experience with public contact including personal computing using Microsoft Office Word and Excel applications. Experience with the use of Munis financial software or similar software that is designed for public sector or municipal governments. 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 business English, spelling, punctuation, and mathematics.

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

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 as well as compose effective and accurate correspondence, reports, and similar materials and to deal with routine matters.

Skill in operating modern office equipment such as a calculator, computer terminal, copier, microfilm/microfiche reader/printer.

Knowledge of the principles and practices of bookkeeping. Ability to apply this knowledge to work situations.

Knowledge of advanced word processing.

Skill in transcribing dictated material.

Ability to accurately type 45 correct words per minute.

Ability to perform mathematical computations accurately.

C.    PHYSICAL AND MENTAL REQUIREMENTS

Ability to type on computers for extended periods of time without rest.

Ability to hear noises and listen to radio transmissions while answering the telephone.

Ability to 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 accurately under pressure and in noisy, stressful environments.

Ability to hear and comprehend conversations spoken in English.

Ability to clearly speak the English language.

Ability to see, read, and comprehend writing and computer printouts in English.

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

Ability to operate office equipment such as a telephone, computer, calculator, microfiche reader, and copy machine.

Ability to work full-time regularly scheduled hours.

Ability to stand for short periods of time.

Ability to sit for long periods of time, not to exceed two (2) hours at a time.

Ability to stoop, kneel and reach overhead for books or paper.

Ability to meet specific deadlines upon demand.

Ability to maintain a high level of concentration, despite continual interruptions.

Ability to be flexible and change job priorities at a moment’s notice.



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