Administrative Aide Confidential

COH City Of Hialeah; United States; On-site; USD 34,000 - 69,000; Full time

Job summary

City of Hialeah is seeking a skilled administrative assistant to provide confidential support to the department head. The role involves independent judgment, handling correspondence, and managing calendars, with interaction with city officials and the public.

Applicants should have at least two years of college credits in Public or Business Administration and strong knowledge of office equipment and procedures.

Qualifications

• A minimum of two years of college from an accredited school with coursework in Public or Business Administration; two years of administrative support experience preferred.
• Thorough knowledge of modern office equipment, practices and procedures.
• Ability to communicate effectively, both orally and in writing, to the public and City staff.

Responsibilities

• Performs confidential administrative work requiring independent judgment.
• Understands department organization and externally required operations.
• Interprets and applies departmental rules and policies.
• Prioritizes work and prepares correspondence independently.
• Analyzes situations and takes effective action.
• Meets deadlines and responds to public inquiries.
• Works without supervision.
• Operates modern office equipment including a computer.
• Maintains calendars and schedules for department head.
• Maintains records and confidential files.

Skills

Public administration knowledge

Communication skills

Self-motivation

Interpersonal skills

Organization & prioritization

English writing & speaking

Education

Two years of college (Public/Business Administration)

Bachelor's degree (desirable)

Tools

Word processing software

Office equipment operation

Job description

Salary Range: $34,171.82 - $68,753.37DISTINGUISHING CHARACTERISTICS OF WORK

ESSENTIAL EXAMPLES OF DUTIES

• Performs difficult confidential administrative work involving the use of independent judgment and personal initiative.
• Understands the organization and operation of the assigned department, other City departments and outside agencies as necessary to assume assigned responsibilities.
• Interprets and applies departmental rules and policies.
• Prioritizes work; independently prepares correspondence and memoranda.
• Analyzes situations accurately and adopts an effective course of action.
• Meets deadlines; responds to requests and inquiries from the general public.
• Works independently in the absence of supervision.
• Operates and uses modern office equipment including a computer.
• Communicates clearly and concisely, both orally and in writing.
• Establishes and maintains effective working relationships.
• Provides responsible, complex and confidential administrative support; data processes and proofreads a wide variety of complex and confidential reports, letters and memoranda; independently prepares correspondence; types from rough draft or verbal instructions; composes correspondence not requiring the attention of the Department/Division Head.
• Interacts with City officials, representatives from business and community organizations, the public and all levels or personnel.
• Screens office and telephone callers; responds to complaints and request for information on department regulations, procedures, systems and precedents relating to assigned responsibilities, receives and routes incoming mail.
• Maintains calendar of activities, meetings and various events for the Department/Division Head; arranges meetings and makes appointments; assists with task prioritization; follows up on assigned projects to meet deadlines; provides staff support.
• Maintains a wide variety of records, files, and logs related to departmental operations and activities; maintains confidential and personnel files; conducts periodic retention and purging of files in compliance with applicable guidelines.
• Prepares reports, correspondence, and memoranda, many of which are highly confidential and sensitive in nature, utilizing word processing software.
• May assign, evaluate, and monitor the work of office support staff.
• Participates in special projects as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Must have a working knowledge of the principles and practices of public or business administration; planning, programming, and budgeting.
• Must have the ability to identify, define, and analyze problems or issues, and make sound and effective policy and procedural recommendations as to the solution(s).
• Must be able to effectively express ideas orally and in writing, to the public and City Staff and have the ability to follow oral and written instructions.
• Must be a self-motivated employee and have the ability to motivate other employees.
• Ability to use tact and courtesy in dealing with department heads, other employees, and the public is required.
• Ability to assign and instruct individuals engaged in the work of the department.
• Establish and maintain cooperative and effective working relationships with other employees and department heads.
• Maintain attention to detail and produce accurate work while coordinating several concurrent assignments.
• Ability to read, write, speak, understand, or communicate in English in order to perform the duties of this position.
• Thorough knowledge of modern office equipment, practices, and procedures.

PHYSICAL REQUIREMENTS

• Must have ability to effectively communicate and interact with other employees and the public through the use of telephone and personal contact as normally defined by the ability to see, read, talk, stand, hear, hands to finger dexterity, handle, feel or operate objects, read and write English.
• Physical capability to effectively use and operate various items of office equipment; such as but not limited to a personal computer, calculator, copier and fax machines.
• Work is performed indoors within a quiet to moderately noisy environment.
• Must be able to lift, carry and or push articles weighing up to 20 lbs.

MINIMUM TRAINING AND EXPERIENCE

• A minimum of two years of college from an accredited school/institution, with course work in Public or Business Administration or a related field; and two years of experience in an administrative support capacity, preferably as an assistant for an executive in a governmental agency.
• Thorough knowledge of modern office equipment, practices and procedures.
• Ability to communicate effectively, both orally and in writing, to the public and City staff.
• Bachelor's degree in Public or Business Administration or a related field from an accredited school/institution is desirable.

Range 28 - Confidential

Revised: 03/2014 Personnel Board Approved: 03/2014

The City of Hialeah Human Resources Department is committed to providing employees an exceptional work environment where through hard work, dedication, and equal opportunity for learning and personal development, employees are able to grow, flourish, and make a difference in our community.

The City of Hialeah is an equal opportunity employer. There will not be any discrimination or harassment of any kind on account of age, color, race, religion, sexual orientation, national origin, disability, genetic information, marital or familial status, military service or any of the protected categories. The City of Hialeah is a drug and alcohol free employer.

Invitation to Join Our Team! Welcome! Thank you for your interest in joining the City of Hialeah team.

At the City, we believe in hiring exceptional and talented people that will help to continue the success and expansion of our community.

Our Work Experience is the combination of everything that’s unique about our culture, our core values, our company meetings, our commitment to success, our recognition programs, but most importantly, it’s our people.

Our employees are self-disciplined, hardworking, curious, trustworthy, humble and truthful. They make choices according to what is best for the team, they live for opportunities to collaborate and make a difference.