Administrative Assistant

City of Boca Raton; Boca Raton (FL); On-site; USD 38,000 - 54,000; Full time

Job summary

City of Boca Raton seeks a skilled administrative clerk to support municipal operations, handling front-desk greetings, payroll preparation, and confidential filing in a professional office setting.

The role requires strong organizational abilities, accuracy, and discretion, with responsibilities including payroll processing, typing, and maintaining filing systems within a public service environment.

Qualifications

• Thorough knowledge of standard office practices and procedures.
• Ability to organize and perform work independently.
• Ability to type accurately at a rate of 45 WPM.

Responsibilities

• Greets visitors, screens telephone calls and mail directed to the department.
• Prepares payroll and maintains payroll records and files.
• Composes and types letters, memoranda, reports, and other documents.
• Sets up and maintains filing systems and office procedures.

Skills

Office administration

Secretarial skills

Payroll processing

Customer service

Education

Associate degree in Office Management or Secretarial Science

Tools

Microsoft Office Suite

Job description

Build Your Future with the City of Boca Raton!

At the City of Boca Raton, a career in public service is more than a job — it’s your chance to make a meaningful impact in a vibrant and sustainable coastal community. Driven by our core values of Fairness, Integrity, Respect, Service, and Trust, we are committed to fostering a workplace where employees feel appreciated, inspired, and supported.

Why Boca Raton?

As the second largest city in Palm Beach County, the City of Boca Raton offers robust benefits to their employees:

• Health Insurance Benefits: No-cost employee Medical, Dental & Vision plans
• Generous Paid Time Off: 12 paid holidays + vacation, sick, and 3 floating holidays
• Continuous Service Benefit: Paid out annually after 5 years of service
• Work-Life Balance: Flexible work schedule
• Retirement Plans: Two pension/retirement options to choose from

Whether you're starting out or looking to take your public service career to the next level, the City of Boca Raton offers the tools, resources, and culture to help you succeed.

General Statement of Job:

Performs difficult skilled clerical and responsible administrative work undertaking a variety of assignments in a municipal office; does related work as required.Work is performed under general supervision.Supervision may be exercised over subordinate clerical personnel.

TYPICAL FUNCTIONS

• Greets visitors, takes and screens telephone calls and mail directed to the department or agency;
• Gives information to the public or directs requests to appropriate person;
• Handles a variety of routine administrative or technical department or agency assignments;
• Processes all personnel requisitions, status forms, and evaluations, and performs associated clerical and administrative follow-up activities; prepares payroll;
• Transcribes correspondence and memoranda; keeps confidential files.
• Helps prepare budget and monitor expenditures; keeps revenue and expenditure records; monitors budget line items;
• Prepares payroll and maintains payroll related records and files;
• Transcribes correspondence and memoranda;
• Composes and types letters, memoranda, reports, and other documents independently from brief instructions in conformance with policies;
• Sets up and maintains filing systems and office procedures;
• Types reports and statements; keeps confidential files.

RELATED TASKS

• Obtains price quotations and prepares purchase requisitions;
• Handles and processes personnel requisitions and performs associated clerical and administrative follow up activities;
• Makes appointments for the supervisor, other personnel and members of various boards, committees, commissions, etc.; maintains appointment calendar; makes travel arrangements;
• Collects information and prepares a variety of complex reports; maintains various financial records;
• Supervises and trains subordinate clerical personnel;
• Performs related tasks as required.

KNOWLEDGE, SKILLS, AND ABILITIES

Thorough knowledge of standard office practices, procedures, equipment and secretarial techniques; thorough knowledge of department or agency functions, organization and policies; thorough knowledge of business English and spelling; ability to establish and maintain effective working relationships with City officials, associates, and the general public; ability to organize and perform work independently; ability to lay out and type complex forms and tables; ability to make difficult arithmetical calculations; ability to type accurately at a rate of 45 WPM; skill in the use of a variety of standard and automated office equipment.

EDUCATION AND EXPERIENCE

Any combination of education and experience equivalent to graduation from an accredited community college with major course work in office management, secretarial science, or related field andfour (4) years ofexperience in secretarial work.

SPECIAL REQUIREMENTS

Possession of a valid State of Florida Class "E" driver's license with no more than six (6) points in a three (3) year period.

POST-OFFER BACKGROUND REQUIREMENTS

• Criminal Background Check
• Employment Verification
• Reference Checks
• Motor Vehicles Report (MVR) Check

Job description specifications are intended to present an illustrative description of the range of duties, the scope of responsibility and the required level of knowledge, skills and abilities necessary to describe the primary functions of the job. Specifications are not intended to reflect all duties performed by the employees in each position assigned to the class. Individuals may perform other duties as needed, including work in other functional areas to cover absences or relief, to equalize peak work periods, or to otherwise balance the workload as required by business necessity.