ADMINISTRATIVE ASSISTANT [FLSA: non-exempt; SHIFT: 40 hrs/week]

City of Oviedo; Town of Florida (NY); On-site; USD 32,000 - 46,000; Full time

Job summary

City of Oviedo is seeking an Administrative Assistant to perform semi-skilled secretarial, clerical, and administrative duties, following set procedures with occasional variations. You will handle typing, filing, calendar maintenance, mail distribution, and front-desk reception for the division.

Responsibilities include preparing reports, agendas, and materials, maintaining inventories and purchasing documents, and supporting budget data and expense records.

Qualifications

• Knowledge of standard office practices, procedures and office equipment, including Word and Excel.
• Strong business English, spelling, and arithmetic.
• Ability to type accurately and proofread documents.

Responsibilities

• Greet and assist visitors; answer telephone and email requests.
• Prepare reports, agendas, and materials for meetings.
• Maintain filing systems and manage schedules.
• Process mail, invoices, and purchase orders.

Skills

Typing 30 wpm

Microsoft Word

Excel

Education

High School diploma or GED

Tools

Budget software

Purchasing software

Job description

Performs semi-skilled secretarial, clerical, and administrative duties involving set procedures and rules, but with frequent variations from the routine. Requires normal attention with short periods of concentration for accurate results or occasional exposure to unusual pressure. Responsible for guiding others, making decisions frequently that affect co-workers and others who depend on the service or product. Work is performed in a somewhat fluid environment with rules and procedures, but with many variations from the routine. Work involves typing, filing and calendar maintenance, mail distribution, and both telephone and personal reception for the division. Prepares reports involving clerical, tabular, graphical, or database information, and may include performing mathematical calculations. Work is performed under regular supervision.

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such duties are a logical assignment to the position.

Serves as receptionist for the division; may open or close the office as needed; greets and addresses requests for assistance in person, by telephone, and via e-mail; provides information; takes / dispatches messages, processes outgoing mail; receives and processes incoming mail. Assists senior support staff as required.

Answers inquiries for information, some of which may involve research; gives information, guidance, or assistance to people who directly facilitate task accomplishment.

Composes and types correspondence, memoranda, reports, schedules, and other materials independently from copy, marginal notes or verbal instruction; using close attention to detail to produce minimal errors, may assist with drafting agenda items and prepares material for City Council meetings and other meetings as assigned.

Drafts and posts public information notices.

Maintains and reconciles inventory; orders and distributes supplies.

Creates work orders, purchase orders, contracts, and invoices; prepares manuals; posts public information; requisitions supplies and materials.

Tracks and maintains records on expenditures; maintains revenue data. Reconciles purchasing card transactions; may be responsible for handling cash transactions

Collects, classifies, or formats data and information, in accordance with a prescribed scheme or plan, in order to facilitate the identification and extraction of useful information; assembles information for the budget process, and inputs budget data.

Schedules meetings, appointments and interviews; makes travel arrangements.

Researches, collects and prepares data for records and reports; maintains expenditure records for department.

Establishes and maintains department filing system; maintains files and records and generates appropriate reports; processes fiscal reports. Assists with drafting agenda items.

Performs related tasks as required

Requires High School graduation or GED equivalent supplemented by specialized courses/training equivalent to completion of one year of college in office administration, clerical duties, or a closely related field.

Requires one year of administrative, secretarial, or closely related work experience.

Requires the ability to type 30 correct words per minute at minimum.

A valid driver license from any State is required; a valid Florida driver license is required within 30 (thirty) days from the date of hire.

SPECIAL REQUIRMENTS:

• Administrative Assistants assigned to the Police Department must be able to pass a comprehensive police background investigation in order to obtain clearance and FCIC/NCIC certification.

KNOWLEDGE, SKILLS, AND ABILITIES

• Thorough knowledge of standard office practices, procedures, equipment and office techniques, including Microsoft Office Word and Excel.
• Thorough knowledge of business English, spelling, and arithmetic.
• Thorough knowledge of division and department programs and policies.
• Ability to type accurately and at a reasonable rate of speed; ability to proofread documents with a high rate of accuracy.
• Ability to read technical instructions, procedure manuals, and charts to solve practical problems.
• Ability to compose routine and specialized reports, forms and business letters with proper format.
• Ability to speak using proper grammar and word form.
• Ability to use addition, subtraction, multiplication and division and/or calculate ratios, rates and percentages.
• Ability to operate a variety of office equipment; skill in the use of data, word processing, and creating and maintaining spreadsheets.
• Ability to learn and utilize purchasing and budget software.
• Ability to establish and maintain effective working relationships with associates and the general public.
• Ability to follow oral and written instructions.

For Public Works Administration and Recreation & Parks Facilities Maintenance:

• Ability to interact effectively with vendors.
• Ability to assist with the facilitation of the division’s daily programming events.
• Ability to work with other divisions to help facilitate city events, possibly outside of a typical work schedule, requiring an evening or weekend shift.
• Ability to coordinate facility rentals as needed.

As part of our commitment to a drug-free and tobacco/nicotine-free workplace, applicants are required to successfully pass a drug and/or tobacco/nicotine test as required by Florida law. Refusal to take a test, or failure to pass the test according to minimum standards, is cause for disqualification.

EOE-M/F/D/V-Drug-Free Workplace/ Tobacco-Free Work Environment

The City of Oviedo values the service veterans and their family members have given to this nation, and we support the hiring of returning service members and military spouses.

We understand that you are interested in learning the status of your application. Please be assured that the Human Resources Department will notify all applicants of the final status of their application. We manage a large volume of applications on a continual basis, and appreciate your patience during the process. It is not necessary to contact us to inquire about your status after submitting your application.