Administrative Assistant I

City of Melbourne; Florida; On-site; USD 19,000 - 25,000; Full time

Job summary

City of Melbourne seeks an experienced clerical employee to perform a wide range of office tasks, including typing, filing, and telephone inquiries. You will process admissions, rentals, and registrations, while acting as a receptionist and maintaining public information materials.

Proficiency with office software and social media updates is valued. The role involves preparing calendars, coordinating facility bookings, and assisting with cash reconciliations and revenue submissions.

Qualifications

• High school diploma or equivalent required.
• Ability to learn department procedures and office practices.
• Strong verbal and written English communication skills.
• Familiarity with social media for public relations is a plus.
• Proficiency with standard office software and equipment.

Responsibilities

• Open and distribute mail, answer phones, and type documents.
• Receive payments for admissions, rentals, classes, leagues, events and camps.
• Serve as receptionist and provide public information on programs.
• Maintain department filing system and records.
• Prepare calendars, class registrations, and reports.
• Create public information materials and social media updates.
• Coordinate facility rentals and computerized registrations.
• Assist with cash reconciliation and revenue submission.
• Fill in for Administrative Assistant II when needed.
• Support special events planning and marketing materials.

Skills

Typing

Filing

Customer service

Public relations

Social media

Computer skills

Education

High School Diploma or equivalent

Tools

Copier

Scanner

Fax machine

Cash register

Office software

Job description

The incumbent performs a wide array of advanced clerical tasks, which require the application of some independent judgment and office knowledge. Work involves standard clerical duties including typing, filing, office machine operation, maintenance of records, and checking the accuracy and completeness of various forms, applications, reports, and documents. Assignments usually consist of statement of desired objectives. Work is reviewed by observation and for results obtained.

• Performs clerical duties including opening and distributing mail, copying, filing, answering phone inquires, and typing.
• Receives monies for daily admission, rentals, class registration, leagues, special events and summer camps.
• Acts as a receptionist and performs public relations functions with the public; receives and dispenses information by telephones, letter, or by direct contact with the public; explains departmental programs.
• Develops and maintains department-filing system.
• Prepares and maintain department records, correspondence, reports, calendars and class registrations.
• Designs and maintains department public information including pamphlets, flyers, brochures, programs, annual reports and the Quarterly Melbourne Guide and newsletter publications, and social media updates.
• Coordinates the rentals of park pavilions or facility rentals.
• Conducts computerized registration for classes, special events, leagues, rentals and camps.
• Assists with the daily cash sheets, reconcile cash drawer and submit money to revenue.
• Performs other duties unique to the department, division or program.
• Fills in for the Administrative Assistant II when needed.
• Coordinates and executes special events plans; produces layouts and marketing materials for special events.
• Reconciles money and receipts on a cash sheet and calculates numbers.
• Handles money, calculates charges, makes change and writes receipts.
• Performs other assigned duties as assigned.

• High School Diploma or equivalent; or equivalent combination of education and experience.

• Knowledge of the procedures, duties, and responsibilities of the unit of operation to which assigned.
• Knowledge of organizing and maintaining a department filing system.
• Knowledge of current office practices, methods, and procedures.
• Knowledge of current software programs & social media for designing public relations and marketing material.
• Knowledge of the department's current computer registration program.
• Knowledge of business English, spelling punctuation and mathematics.
• Ability to understand and communicate the policies, procedures, and services of the department, division or program.
• Ability to establish and maintain effective working relationships with other City employees and the public.
• Ability to operate a variety of modern office equipment includes personal computer, copiers, printers, scanners and fax machine.
• Ability to follow written and oral directions,
• Ability to carry out a wide scope of clerical procedures.
• Ability to compose effective and accurate correspondence and reports.
• Ability to sit for long periods of time not to exceed 4 hours consecutively
• Ability to bend over to file and lift files out of cabinets.
• Ability to bend and stretch to rearrange files in cabinets
• Ability to enter information into the computer, typing on keyboard and reading screen.
• Ability to get up and down, and move about the building repeatedly throughout the working day.
• Ability to operate cash register, credit card machine and calculator.
• Ability to communicate clearly in English both orally and in writing.
• Ability to see and read correspondence of all sizes.
• Ability to hear and understand conversation at all levels and rates of speed.
• Ability to print or use cursive writing, recognize and write letters, symbols, and words that are easily understood.
• Ability to operate office equipment which requires the use of fingers, hands, and wrists, such as a typewriter and computer keyboard and telephone.
• Ability to learn and remember facts relating to departmental procedures with little instruction and supervision.
• Ability to deal with and work effectively with the stress that relates to angry or irate customers on occasions.
• Ability to work in undesirable conditions which may consist of dust and dirt, fumes and odors, and excessive noise.
• Ability to work nights and weekends as needed for program registrations and special events.
• Ability to type forty (40) words per minute with accuracy.

PHYSICAL DEMANDS:

The work is light and requires exerting up to 20 pounds of force occasionally, and up to 10 pounds of force to move objects. Additionally, the following physical abilities are required: crouching, manual dexterity, grasping, handling, hearing, kneeling, lifting, mental acuity, pushing, reaching, repetitive motion, speaking, stooping, talking, and visual acuity.

WORK ENVIRONMENT:

Work is typically performed in a safe and secure work environment that may periodically have unpredicted requirements or demands.