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DUTIES & RESPONSIBILITIES
- Accesses, inputs, and retrieves information from a computer.
- Transcribes various documents such as memos, letters and financial reports.
- Prepares agendas, minutes and materials for meetings, special reports, proper bid documents, legal documents and purchase orders as needed.
- Oversees office operations and purchases of supplies and equipment.
- Maintains records and assists in budget preparation.
- Manages annual evaluations and budget forms.
- Supervises clerical and other personnel as needed.
- Handles time and attendance reports for department.
- Prepares purchase requisitions, accounts payable requisitions, monitors monthly budget expenses for department.
- Compiles and updates files/records management.
- Tracks and completes required City-wide training including but not limited to interview skills, values training, harassment prevention and other various topics.
- Adheres to the confidentiality that is required by the department.
- Other duties as assigned.
QUALIFICATION REQUIREMENTS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and /or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND EXPERIENCE REQUIREMENTS
- High school diploma or general education degree (GED) from an U.S. Department of Education accredited institution is required.
- A minimum of six (6) year experience in office management or related field is required or follow the progression of the City’s career track for Administrators is required.
- Experience in advanced clerical and secretarial work is required.
- Completed course work Accounting, Microsoft Office, or Office Administration is preferred.
- An equivalent combination of education, experience and training which provides the required knowledge, skills and abilities may be considered for minimum requirements.
LICENSES AND SPECIAL REQUIREMENTS
- Must be a Florida state notary or complete certification within six (6) months of hire.
- Must be First Aid and CPR/AED certified or complete certification within six (6) months of hire.
PREFERRED SKILLS AND LICENSES
- Associate degree from an accredited college or university with a major in Office Administration, Business or related field is highly desirable.
LANGUAGE SKILLS
- Ability to clearly and effectively communicate verbally and in writing.
- Ability to resolve conflicts and possess interpersonal communication skills.
- Ability to develop and maintain good personal and effective working relationships with other employees and the public.
- Ability to relay important information in a timely manner.
- Ability to provide good customer service and deal with the general public in a professional, courteous manner.
REASONING ABILITY
- Ability to follow and apply common sense understanding, to carry out instructions furnished in written and oral form.
- Exercise independent judgment in the performance of specifically assigned responsibilities.
- Ability to read and comprehend legal documents, instructions, letters, and memos.
- Ability to make decisions in accordance with the laws, ordinances, and established regulations.
- Ability to deal with problems involving several variables in standardized situations when immediate guidance from the supervisor may not be available.
OTHER SKILLS AND ABILITIES
- Extensive knowledge of office terminology, practices, procedures and equipment.
- Ability to work with a minimum amount of supervision and to think and act independently under general supervision.
- Capability to effectively assist supervisory personnel and non-supervisory personnel.
- Initiative, tack, efficiency, and good judgment are required.
- Ability to work independently and in a diligent manner.
- Ability to perform complex, detailed work involving written and numeric.
- Advanced knowledge of the Microsoft Office Suite (Word, Excel, Access, and PowerPoint).
- Working knowledge of basic government accounting practices.
WORK ENVIRONMENT/ADA: While performing the duties of this job, the employee is regularly required to sit for long of periods of time performing repetitive functions and/or view a display screen. The employee must be able to access file cabinets for filling and retrieve data. The employee must have the ability to sit at a desk and view a screen for extended periods of time.
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