Administrative Assistant

Port Orange, City of (FL); Florida; On-site; USD 36,000 - 46,000; Full time

Job summary

The City of Port Orange, FL is seeking an Administrative Assistant to perform varied office procedures with a high degree of independence. The role supports the Emergency Management Team and may involve back-up duties to senior staff.

You will handle records, prepare reports, assist applicants, and manage communications with accuracy and courtesy. Required are a high school diploma or GED, two years of related experience, and a valid Florida driver’s license.

Qualifications

• High school diploma or GED required.
• Two years related experience and/or training.
• Equivalent combination of education and experience.
• Must hold a valid Florida Driver's license.

Responsibilities

• Processes and maintains records.
• Prepares reports related to the activities of particular functions to which assigned.
• Deals with the public in specialized areas of service, providing accurate information and appropriate referrals.
• Meets and processes applicants.
• Administers examinations and calculates scores.
• Makes copies of correspondence or other printed matter.
• Prepares outgoing mail, reads and routes incoming mail.
• Prepares, types, and edits routine correspondence.
• Files and retrieves correspondence and other records.
• Answers telephone and gives information to callers or routes calls to appropriate official and places outgoing calls.
• Maintains, processes, and follows up with a high volume of extensive electronic and paper files.
• Procures and maintains office necessities and supplies.
• Arranges travel schedules and reservations.
• Performs related work as required.

Skills

Office administration

Communication skills

Reading and interpreting documents

Typing

Microsoft Office

Customer service

Problem solving

Organizational skills

Education

High school diploma or GED

Tools

Microsoft Office Suite

Job description

This position is responsible for work requiring the application of varied and involved office procedures. This position requires a high degree of independent judgment and ability to work independently. See addendum for additional specific departmental duties.

• May serve as backup to the Senior Administrative Assistant.
• Handles difficult clerical tasks requiring judgment and experience.

• Processes and maintains records.
• Prepares reports related to the activities of particular functions to which assigned.
• Deals with the public in specialized areas of service, providing accurate information and appropriate referrals.
• Meets and processes applicants.
• Administers examinations and calculates scores.
• Makes copies of correspondence or other printed matter.
• Prepares outgoing mail, reads and routes incoming mail.
• Prepares, types, and edits routine correspondence.
• Files and retrieves correspondence and other records.
• Answers telephone and gives information to callers or routes calls to appropriate official and places outgoing calls.
• Maintains, processes, and follows up with a high volume of extensive electronic and paper files.
• Procures and maintains office necessities and supplies.
• Arranges travel schedules and reservations.
• Performs related work as required. These additional duties may be representative of tasks typically performed by those in a lesser or more advanced job grade.

This position is part of the City's Emergency Management Team and, as such, shall be expected to perform all duties that are assigned during an emergency management operation. Any additional compensation, above the normal weekly salary, shall be outlined by the City Manager in the City's Emergency Management Activation and Emergency Declaration. Failure to appear to perform emergency management assignments and to work assigned shifts as scheduled by the City's Emergency Management Personnel or individuals designated by the City Manager to assign such functions will result in disciplinary action up to and including termination.

Education and Experience

• High school diploma or general education degree (GED).
• Two (2) years related experience and/or training
• Equivalent combination of education and experience.
• Certifications, Licenses, and Registrations
  • Must hold a valid Florida Driver's license.
• Knowledge of modern office practices and techniques.
• Ability to read, analyze, and interpret work related documents.
• Ability to communicate both orally and in writing. Ability to respond to various parties in a courteous and professional manner, regardless of the circumstances.
• Ability to comprehend and apply principles of mathematical concepts applied to this position.
• Ability to follow and interpret instructions furnished in written and oral format.
• Ability to establish and maintain effective, professional working relationships.
• Ability to type with accuracy at a prescribed rate of speed.
• Ability to use basic office tools and equipment related to this position.
• Computer skills, including experience in software applications appropriate to this position such as various Microsoft Applications.