Administrative Assistant I Job Description

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CHARACTERISTICS OF THE CLASS

Under the general supervision of the Regulatory Compliance Coordinator, this position performs a wide array of administrative clerical tasks requiring the application of independent judgment, initiative and office knowledge. Work involves standard clerical duties including typing, filing, office machine operation, maintenance of records, and checking the accuracy and completeness of various forms and memos. Assignments usually consist of statements of desired objectives. Work is reviewed by observation and for results obtained. Performs other work as required.

EXAMPLES OF DUTIES

A.    ESSENTIAL FUNCTIONS

Generates a variety of forms, records, statements and reports, including correspondence, requisitions, briefs, bulletins, agendas, minutes and various other items using office equipment including a personal computer and copy machine.

Acts as receptionist; receives and dispenses information by telephone, letter, or by direct contact with co-workers, vendors or the public.

Enters payroll information and prepares timesheets for processing. Tracks various types of leave usage within the Division. Responsible for the maintenance of such files.

Maintains filing system including records of documents and correspondence located in the administration building and at the record retention locations on plant site.

Assist Supervisor in the processing of various records and reports, related to the activities of the Division, such as budget and governmental reports. Responsible for the maintenance of such files.

Assist in the processing of purchase requisitions, purchase orders, work orders, petty cash, etc., including record keeping, routing, coordination of activities and preparation for payment. Responsible for the maintenance of such files.   

Assist warehouse personnel with the maintenance of office supply inventory.

REQUIREMENTS

A.    TRAINING AND EDUCATION

 High school diploma or GED, supplemented by courses in business practices, and two years of increasingly responsible business/office experience, including personal computer operation with word processing and spreadsheet applications. Experience with an Enterprise Asset Management (EAM) Software, such as Infor EAM, particularly with the work order module preferred but not required. A valid State of Florida Driver's license or ability to obtain within ten days of hire is required.

B.    KNOWLEDGE, SKILLS, AND ABILITIES

Ability to type with speed and accuracy required; correct 45 WPM preferred.

Ability to use 10-key adding machine required.

Knowledge of current office practices, methods and procedures.

Knowledge of business English, spelling and arithmetic.

Knowledge and skills in the use of a computer and various application programs, including Microsoft Excel, Microsoft Word, Munis.

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

Ability to understand and communicate the policies, procedures and services of the Division to co-workers, vendors and the general public.

Ability to establish and maintain effective working relationships with City employees and the general public.

Ability to operate a variety of modern office equipment.    

Ability to design and modify forms with general direction.

Ability to read, understand and apply information available on office equipment hardware and software.

Ability to understand and adhere to City purchasing policies and procedures.

Ability to understand and follow the Division’s record retention policy.

Ability to evaluate, prioritize and accomplish tasks in a manner consistent with Division goals and objectives.

C.    PHYSICAL AND MENTAL REQUIREMENTS

Ability to speak, hear and understand conversations in English in a normal tone of voice, both in person and by telephone.

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

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

Ability to sit for periods of up to four (4) hours consecutively.
    
Ability to use a variety of office equipment. Dexterity, including fine motor skills, required.

Ability to stay in a bending, kneeling or squatting position for periods up to 10 minutes.

Ability to move back and forth and sideways while in a bending, kneeling or squatting position.
    
Ability to carry items for a distance of 300ft.

Ability to climb stairs and short ladders.

Ability to lift items (weighing up to 10 pounds) above the head or down from over the head from a standing position
    
Ability to stand for up to 30 minutes at a time.

Ability to work in undesirable conditions, which may include dirt, dust, heat, humidity, cold, excessive noise, fumes and odors.

Ability to learn complex tasks and remember how to complete tasks without assistance once trained.

Ability to perform a variety of tasks on a computer.


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