ADMINISTRATIVE ASSISTANT II - PR (CIVIC CENTER) Job at City of Kissimmee in Kiss

ADMINISTRATIVE ASSISTANT II - PR (CIVIC CENTER)

Administrative Assistant II

Classification Title: Administrative Assistant II
Department: Parks & Recreation
Pay Grade: 10
FLSA Status: Non-Exempt

General Statement of Job
Under direct supervision of the Division Assistant Manager, performs specialized administrative work in support of the Parks and Recreation department. Employee may be responsible for providing secretarial support at an executive level or for coordinating administrative functions of work units within the assigned department. Work involves performing routine secretarial functions, performing bookkeeping functions, processing departmental information, preparing documents, record retention, answering telephone calls, providing customer service, and maintaining records. Work also involves coordinating meetings and providing administrative support for committees, researching and compiling data, performing routine analysis of operational data to assist department staff, and ensuring compliance with routine reporting requirements.

Essential Functions:
Coordinates and provides administrative support for an assigned department/division; processes a variety of documentation associated with department operations within designated timeframes and per established procedures; works with and provides guidance and assistance to administrative staff assigned to divisions or work units within the department to ensure uniform and cooperative work efforts.

Provides administrative support at a senior or executive level for management and/or staff of assigned department/division; relieves management staff of routine administrative tasks; screens telephone calls, mail, and other communications and initiates appropriate action; records dictation; types, composes, edits, or proofreads correspondence on behalf of management staff; records and/or transcribes correspondence, statements, minutes, or other information; keeps management informed of significant matters, messages, documentation, or other information.

Serves as liaison between the assigned department and other departments, staff members, City officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among department personnel; circulates documentation to appropriate departments/divisions.

Maintains schedule of activities for assigned department; schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; updates calendar on a regular basis and notifies parties involved of changes.

Coordinates arrangements for various meetings: notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; maintains records.

Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; responds to requests for service; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary; relays messages via two-way radio.

Performs customer service functions in person, by telephone, or by mail; provides information or assistance regarding department services, activities, forms, procedures, fees, or other issues; receives and/or disseminates documentation; responds to routine questions, researches problems, and initiates problem resolution; refers complaints to appropriate personnel.

Receives moneys in payment of various fees, fines, deposits, or services; records transactions, issues receipts, and forwards revenues as appropriate per cash handling policy.

Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; develops databases and computerized reports.

Processes forms relating to department services, such as licenses, facility usage, program enrollment, employment, funding, or other purposes; distributes application forms and provides information; accepts fees/deposits and processes completed applications; issues permits as appropriate; publishes advertisements for meetings, hearings, notices, or other activities.

Processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and researches discrepancies; enters payroll data into computer system for processing; prepares personnel action forms maintains attendance records, personnel/payroll files, and related records.

Processes documentation pertaining to purchasing and accounts payable; obtains price quotes for potential purchases; prepares purchase orders and enters purchasing data into computer; reviews invoices, purchase orders, or other documents for accuracy; researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment; reconciles P-Card purchases; maintains files and records.

Processes documentation pertaining to accounts receivable; creates invoices and forms; posts billing data to customer accounts; responds to billing inquiries.

Performs general tasks, which may include making copies, sending/receiving faxes, filing, processing incoming/outgoing mail, delivering documentation to other offices, or running errands.

Provides assistance or backup coverage to other employees or departments as needed.

Performs other related duties as required.

Assist with other department/division staff in processes within recreation/reservation software.

Minimum Education and Training
High school diploma or GED; supplemented by college level course work or vocational training in secretarial field, office administration, and personal computer operations; supplemented by one (1) year previous experience and/or training involving office management, administrative work, office administration, bookkeeping, customer service, data entry, personal computer operations, and/or experience in area of assignment; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must possess and maintain a valid State of Florida driver's license. May require possession and maintenance of valid State of Florida Notary Public certification. May be required to have certification in CPR/AED/First Aid and ICS Courses. Must possess and maintain a valid state of Florida driver's license. Municipality experience and HR Certification(s) preferred. Must possess or obtain the most current FEMA 100,200, and 700 Incident Command System certifications within 12 months of appointment to the job.

Minimum Qualifications and Standards Required

Skill Requirements:
Has considerable knowledge of the policies, procedures, and activities of the City and of departmental practices as they pertain to the performance of duties relating to the position of Secretary. Has considerable knowledge of secretarial and office administration practices, and of the operation of standard office machines and equipment used within the department. Has general knowledge of bookkeeping practices and methods. Has considerable knowledge of guidelines for proper document formatting, spelling, punctuation, and grammar in business communications. Has comprehensive knowledge of the terminology, principles, and methods utilized within the department.

Knows how to keep abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities. Has knowledge of the laws, ordinances, standards, and regulations pertaining to specific duties and responsibilities of the position. Has the ability to comprehend, interpret, and apply laws, regulations, procedures, and related information. Is able to effectively communicate and interact with supervisors, members of the general public, and all other groups involved in the activities of the department.

Has the ability to plan, organize, and prioritize daily assignments and work activities. Is able to use independent judgment and work with little direct supervision as situations warrant. Is able to assemble information and make written reports and documents in a concise, clear and effective manner. Has the mathematical ability to handle required calculations. Is able to read, understand, and interpret departmental documentation, reports, and related materials. Is knowledgeable and proficient with computers and software programs typically used in the position. Is able to type and perform data entry accurately and with appropriate speed.

Physical Requirements:
Must be physically able to operate a variety of office machines, tools and equipment, such as a personal computer, scanner, telephone, switchboard, postage machine, dictation equipment, cash register, shredder, two-way radio and general office equipment. Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (up to 50 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

Responsibilities:
Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interaction with internal and external entities with whom the position interacts.

Performs described Essential Functions and related assignments efficiently and effectively in order to produce quantity of work which consistently meets established standards and expectations. Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, policy, standards and prescribed procedures. Maintains accountability for assigned responsibilities in the technical, human and conceptual areas.

Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and researches issues, situations and alternatives before exercising judgment.

Working Conditions:
Works primarily in an office environment.

Other:
It is understood that every incidental duty connected with operations enumerated in the job description is not always specifically described, and employees, at the discretion of the City, may be required to perform duties not within their job descriptions.

Type : INTERNAL & EXTERNAL

Posting Start : 11/22/2024

Posting End : 12/31/9999

MINIMUM HOURLY RATE: $17.26