Senior Administrative Assistant

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Position Description

REPORTS TO: Department/Division Head

CLASSIFICATION STATUS: Full Time, Non-Exempt

SALARY: $15.88 hourly

 

 

MAJOR FUNCTION:

To provide administrative support for a Department/Division Head. Performs a wide variety of complex administrative tasks requiring initiative, independent judgment and extensive working knowledge of the department and its programs and services. Organizational and secretarial skills are at the highest level. Independently researches and composes reports and data as requested. Drafts, proofs, and processes reports, letters, etc. Follows up to ensure timely results. Work entails dealing with confidential and sensitive issues requiring a high degree of discretion and tact. Schedules appointments and keeps a calendar of events related to the department and related events. Receives visitors and telephone calls for the Department/Division Head; ascertains nature of business and personally handles those requesting routine information, appointments and tasks; directs remainder to appropriate staff. Responsible professional administrative work engenders this position.  Under limited supervision, performs a variety of responsibilities regarding the staff and projects for the Department/Division Head.

 

ESSENTIAL FUNCTIONS: 

The list of essential functions, as outlined herein, is intended to be representative of the major tasks performed within this classification.   It is not necessarily descriptive of any one position in the class.  The omission of an essential function does not preclude management from assigning duties not listed herein if such duties are a logical assignment to the position.  Specific tasks on a day to day basis will reflect the overall areas of expertise for this position.

  • Make all appointments and handles calls for the Department/Division Head, if requested.
  • Coordinates and schedules meetings; makes travel arrangements for Department/Division Head and staff for training sessions and conferences including requisitions for reimbursement.
  • Reviews and briefs news articles, reports, bulletins and other materials for the Department/Division Head’s attention.
  • Receives confidential material; composes letters and memoranda for the Department/Division Head’s signature.
  • Routes mail to proper staff, as necessary; responds to routine correspondence within established guidelines; annotates and delivers non-routine correspondence to Department/Division Head.
  • Maintains files and records for the department.
  • Is responsible for departmental records management in compliance with State of Florida Records Management.
  • Prepares and types a variety of routine and special reports from source material in files, including confidential material.
  • Assists with the preparation, administration and submission of the annual budget for the department. Helps maintain budget and expenditure control.
  • Supervises and coordinates all budgetary accounting activities and confers with division heads concerning acquisition and specifications for purchase of materials and equipment.
  • Coordinates all routine operational management functions within departments, including purchasing, building, equipment, property inventory and disposal.
  • Preparation of agendas and packets for staff training.
  • Maintains meeting room calendars and schedules all activities for said rooms.
  • Prepares payroll.
  • Types all correspondence, requisitions, minutes from appropriate meetings for Department/Division Head.
  • Pays all bills for the department and keeps accurate records for each account billed.
  • Reconciles monthly billing from City credit cards.
  • Prepare requisitions, processes receiving reports and maintains grant accounts.
  • Prepares final financial report for grants.
  • Prepares statistical and analytical reports.

 

MINIMUM QUALIFICATIONS:

Knowledge, Skills, and Abilities:

  • Knowledge of business English, mathematics and legal formats and terms.
  • Ability to communicate clearly, both orally and in writing.
  • Considerable knowledge of accepted accounting principles and budgeting.
  • Knowledge of the operations of City government including Department-wide computer programs.
  • Knowledge of department procedures.
  • Knowledge of ordinances, official functions and human resources procedures applicable to department.
  • Skill in the use of shorthand or note-taking, as required by the area of assignment.
  • Ability to work independently on complex and confidential administrative tasks, compose effective and accurate correspondence, and deal with non-routine and complex tasks.
  • Ability to multi-task successfully.
  • Ability to deal with the public in an effective and courteous manner.
  • Ability to communicate successfully with legislative and administrative personnel of the City.
  • Ability to keep complex fiscal and statistical records, ledgers and files and provide information correctly and concisely, orally and in writing.
  • Ability to independently prepare agendas, documents, and related complex or confidential correspondence.
  • Ability to listen and ascertain the needs of customers; ability to find and communicate accurate information concerning process, policies and procedures to customers; ability to respond to customers tactfully and courteously.
  • Expertise with internet, word-processing, e-mail, document management, and spread sheet programs utilized by the City and department.
  • Ability to establish and maintain effective working relationships with City officials, employees and the general public.
  • Ability to organize, record and deliver information.
  • Ability to utilize mathematical formulas and exercise analytical judgment.
  • Meet FEMA requirement for NIMS certification.

 

TRAINING, CERTIFICATIONS, AND EXPERIENCE:

Minimum education and experience equivalent to graduation from high school or equivalent with Five (5) years of general office experience; or the equivalent in education, training, and experience, this would provide the necessary knowledge, skills and abilities. Preference is given for A.A. in business, public or office administration or a Bachelor’s degree from an accredited four-year college or university in business management, business administration or public administration. Notary Public preferred. Preference is also given for related experience in a public sector or private sector organization working in an administrative support capacity for upper management. 

 

SPECIAL REQUIREMENTS: 

Must have a valid Florida drivers’ license.  Ability to operate a motor vehicle.

May be required to work nights and weekends for specific events.  Every New Port Richey employee is required to fill out a Disaster Response Survey and is subject to being required to report to work during a declared disaster. 

 

PHYSICAL DEMANDS:

Physical Ability: 

Requires sedentary work that involves walking or standing some of the time and routine keyboard operations. The job risks exposure to no significant environmental hazards. The job requires normal visual acuity, and field of vision, hearing, speaking, color perception, sense of smell, depth perception, and texture perception. Ability to stand and sit for periods longer than 30 minutes but not to exceed four hours consecutively.  Ability to climb stairs and ladders occasionally.  Ability to lift boxes not exceeding 25 pounds occasionally.

Sensory Requirements: 

Ability to hear, speak and understand conversation in English in various tones of voice.  Adept at listening to and understanding others from a variety of cultural backgrounds.  Ability to see, read, and comprehends letters, numbers, words, characters or symbols, which are both large and small.  Ability to print and draw letters, numbers, words, characters and symbols which are legible and understood by others.  Ability to learn complex tasks and remember how to complete tasks without assistance once trained. 

 

WORK ENVIRONMENT: 

Administrative and other work is performed under typical office conditions and in every room where operations are conducted.  The noise level in the work environment is usually (moderate but may be noisy in certain locations.) By the very nature of this type of work it can be very busy with shifting demands.  Ability to deal with stress related to routine deadlines and occupational problems, which demand immediate attention.  Necessity to multi-task successfully.  Ability to accept decisions made by others that may be in opposition of own views.

 

Applications can be emailed to cliverd@cityofnewportrichey.org or sent/dropped off to 5919 Main Street, New Port Richey, FL 34652.   DFWP/EOE

 

The City of New Port Richey is an Equal Opportunity Employer. In compliance with Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the City of New Port Richey provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.