Administrative Assistant

City of Clermont; Florida; On-site; USD 38,000 - 48,000; Full time

Job summary

City of Clermont in Florida is seeking a diligent administrative assistant to perform responsible clerical and secretarial tasks supporting office operations. The role emphasizes professional service to internal and external customers and requires efficient handling of routine duties under supervision.

Duties include coordinating meetings, maintaining calendars and records, handling mail and calls, preparing documents, assisting with payroll paperwork, and maintaining filing systems.

Qualifications

• High School Diploma or GED with 1 year of college or vocational school in office management, secretarial science, clerical studies, or closely related field.
• Three years of work experience involving highly responsible administrative office support.
• Valid Florida Driver's License.

Responsibilities

• Greets visitors, directs visitors to appropriate areas, and provides information and assistance as requested.
• Provides administrative assistance to supervisor and/or staff including scheduling meetings and maintaining calendars; handling mail/email and phone calls; composing routine correspondence; transcribing notes; and preparing data for reports.
• Attends staff/committee meetings; prepares minutes; maintains related records.
• Establishes and maintains efficient paper and electronic filing systems.
• Answers the telephone and forwards calls; provides information to callers; may use two-way radio to communicate with field personnel.
• Performs routine clerical work: designing forms/reports, copying, faxing, data entry, preparing spreadsheets, and distributing documents.
• Prepares employee action forms and payroll paperwork.
• Performs general bookkeeping/accounting tasks as assigned; assists with budget prep and accounts/payables/receivables; processes reimbursements and purchasing card transmittals.

Skills

Customer service

Scheduling

Clerical tasks

Communication skills

Data entry

Education

High School Diploma or GED with 1 year college/vocational in office management

Job description

Performs responsible and complex administrative, secretarial, and clerical work in support of effective and efficient program and office operations. Responsible for providing professional and courteous service to external and internal customers at all times, clerical functions for the assigned area, and administrative assistance to management. This position works under general supervision.

This position is non-exempt. Fair Labor Standards Act overtime provisions will apply.

Per Florida Statute 295.065, certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and that certain servicemembers may be eligible to receive waivers for postsecondary educational requirements, in employment by the state and its political subdivisions and are encouraged to apply for the positions being filled.

• Greets visitors, directs visitors to appropriate areas, and/or provides information and assistance as requested.
• Provides administrative assistance to supervisor and/or other staff which may include: scheduling meetings and appointments, maintaining calendars, receiving and routing mail/email and telephone calls, composing routine correspondence for signature, transcribing and preparing correspondence from notes or dictation, and compiling data for use in managerial decision-making or report preparation.
• Assists in coordinating and attends staff, committee, and other meetings; prepares and distributes meeting minutes; and maintains related records as necessary.
• Establishes and maintains efficient and effective paper and electronic filing systems.
• Answers the telephone, provides accurate information to callers, forwards calls to appropriate personnel, takes messages as needed, and may use two-way radio to communicate with field personnel.
• Provides a variety of information to the public regarding City facilities, programs, events, policies, procedures, and methods; and prepares related promotional materials, forms, and other documents as assigned.
• Performs routine clerical work including, but not limited to: designing forms and reports, copying, sending and receiving faxes, entering and retrieving computer data, preparing spreadsheets, assembling materials, and transmitting documents (e.g., work orders, permits, correspondence, memos, reports, official or legal documents, and notices).
• Prepares employee action forms related to assigned area and the necessary paperwork required for submitting payroll.
• Performs general bookkeeping/accounting work as assigned which may include: assisting with budget preparation, processing accounts receivable and payable, reconciling accounts, collecting and receipting various fees/fines/payments, processing reimbursements/refunds, validating and preparing purchasing card transmittals, and preparing financial records and reports as required.
• Tracks and coordinates the maintenance and repair of office and other equipment.
• Receives and responds to inquiries and requests for assistance from other City departments, agencies, organizations, professionals, and the public.
• Coordinates, performs, and assists with specialized administrative, technical, or clerical duties particular to the department/area to which assigned.
• Attends training, meetings, seminars, and workshops to enhance job knowledge and skills.
• Performs other duties as assigned.

• High School Diploma or GED and one (1) year of college or vocational school education in office management, secretarial science, clerical studies, or closely related field.
• Three (3) years of work experience involving highly responsible administrative office support.
• Valid Florida Driver's License.

In some cases, an equivalent combination of higher education and experience may be considered, provided that the education and experience is in a relevant and related field

Physical Demands

• Requires sedentary work involving standing or walking for brief periods.
• Exerts up to 10 pounds of force on a regular basis.
• Operates office equipment requiring moderate dexterity.
• Requires normal visual acuity and field of vision, hearing, and speaking abilities.

Work Environment

Works inside in an environmentally controlled space; but the position will occasionally work in adverse environmental conditions (e.g., heat, cold, and rain) for moderate periods of time.

The City of Clermont is an Equal Opportunity Employer. The Americans with Disabilities Act requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are encouraged to discuss potential accommodations with management.

To perform this job successfully, an individual must be able to perform all of the essential job functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions described herein.

Job functions described are not to be construed as a complete statement of all duties performed. Employees may be assigned additional duties by management as deemed necessary. Duties not contained herein may be considered essential to performing this job successfully, just as though they were included in this job description.

The City of Clermont has the right to revise this job description at any time. This description does not represent in any way a contract of employment.