Job Description:

 

GENERAL SUMMARY 

This full-time position performs a wide variety of responsible and complex administrative, secretarial and clerical duties in support of the City Manager and City Clerks Office; provides central reception for visitors to City Hall and answers the City's main telephone line; performs a variety of tasks relative to assigned area of responsibility.

ESSENTIAL AND MARGINAL FUNCTION STATEMENTS Essential, and other important responsibilities and duties may include but are not limited to, the following:

Essential Functions:
Maintains calendars for City Manager and City events.
Provide central reception for City Hall; receive and direct visitors and telephone calls; provide front counter assistance, including accepting applications, proposals, bids, and forms, responding to and resolving complaints and requests for information, directing to appropriate staff, and preparing lobby for opening and closing; monitor division and program email accounts.
Provide responsible and complex administrative, secretarial, and clerical duties in support of various departments.
Provide administrative support for public records requests, including inputting requests, creating files, making copies, and processing payments.
Process contracts, agreements, and legislative documents; examine content to ensure accuracy and adherence to applicable policies and procedures; enter documents into tracking and retrieval system to ensure quality control and long-term accessibility.
Assist in the maintenance of the City's electronic data systems; maintain accurate and updated public information.
Archive records and documents according to City, State, and federal regulations.
Gather, select, classify, and compile data from various sources and prepare summary reports as required.
Familiarity with Florida Statute 119, as well as procedural knowledge of ordinances and resolutions.
Maintain records of receipts, track invoices, reconcile credit card statements, and petty cash and assist with the resolution of payment-related issues or questions.
Intake, sort, and distribute mail for City Hall.
Create and post content for the City's website.
Maintain inventory of office supplies, obtain estimates for ordering purposes, order supplies as needed.
Operate and maintain a variety of office equipment including copiers, facsimile machines, and computers; input and retrieve data and text; organize and maintain storage and filing.
Develop and review correspondence layout, arrangement, grammatical composition and ensure the inclusion of all pertinent information from sources; initiate routine correspondence, reports, and records; perform document control for various projects; develop clerical procedures, routines and record-keeping systems.
Provide notary* services. *Must be Florida notary certified within 90-days of hire.
May train volunteers on daily procedures.
Assist in the preparation and monitoring of the annual budget, meeting agendas, and meeting minutes.
Marginal Functions:
Occasionally requires evening and/or weekend meetings.
Plan and participate in special events as required.
Perform related duties and responsibilities as required.

QUALIFICATIONS
Knowledge of:
Government practices and operational knowledge of different departments within local government.
Office administrative and management practices and procedures.
Department operations, programs, functions, and terminology.
Advanced uses of Microsoft word processing, spreadsheets, and PowerPoint.
Methods and techniques of customer service.
Must possess an excellent foundation in business letter writing and report preparation, including advanced proficiency in correct English usage, grammar, spelling, punctuation and vocabulary, and sentence composition.
Principles, practices, and procedures of effective record and file management.
Methods and techniques of research.
Attention to detail, accuracy, in City procurement and bid specification preparation.
Basic mathematical principles.
Abilities:
Articulate fluently in English for writing and editing documents.
Work with continual interruptions.
Respond to requests and inquiries from the general public.
Provide customer service to the public.
Operate office equipment, including computers and supporting word processing and spreadsheet applications and various databases.
Type and/or enter data at a speed necessary for successful job performance.
Plan, organize, and schedule work assignments to meet deadlines.
Multitask and prioritize tasks.
Research and gather information.
Interpret and explain department policies and procedures.
Resolve routine and non-routine issues and questions.
Maintain complex specialized records, and prepare narrative and statistical reports.
Handle confidential information per City, State, and Federal guidelines.
Work independently in the absence of supervision.
Work well as a contributing member of a team.
Take on new duties as assigned.
Understand and follow oral and written instructions.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Experience:
Five years of responsible administrative support experience. Government experience preferred.

Training:
Equivalent college-level course work in public administration, communications, or related fields.

WORKING CONDITIONS
Environmental Conditions:
Office environment; exposure to computer screens; extensive contact with the public.

Physical Conditions:
Essential and marginal functions require sitting, walking, or standing for prolonged periods of time; extensive use of computer keyboard; near visual acuity for working on the computer.
Must be authorized to work in the United States

Minimum Education: High School Diploma

Minimum Experience: 5 years

 

To apply for this position, please visit the CareerSource Heartland center nearest you.