Administrative Assistant I (Full-Time)

City of Hollywood, Florida; Florida; On-site; USD 35,000 - 53,000; Full time

Benefits offered by this job

Health insurance

4-Day Work Week

Wellness program

Paid time off

Job summary

City of Hollywood, Florida seeks a detail-oriented administrative professional to perform a wide range of general clerical and secretarial tasks under supervision. Knowledge of the department and excellent keyboard skills are crucial to the position.

Duties include preparing budgets and payroll, typing and proofreading documents, maintaining filing systems, coordinating calendars, and assisting with routine public inquiries and project data collection.

Qualifications

• High School Diploma or GED required; 4 years of responsible secretarial experience with standard software (Word/Excel).
• Excellent keyboarding skills are a must.
• Preferred: Associate’s Degree or college coursework in business, public administration, or related field.

Responsibilities

• Requisitions supplies and equipment; prepares budgets and payroll, reviews reports for accuracy and policy conformance.
• Types correspondence, invoices, statements, and reports; prepares letters, memoranda, minutes, notices.

Skills

Keyboard skills

Discretion

Public contact

Data gathering

Administrative support

Education

High School Diploma or GED

Associate’s Degree preferred

Tools

Word

Excel

Outlook

Job description

The City of Hollywood provides an energetic, innovative and collaborative work environment for its employees. Want Top Notch Insurance? We offer low cost health insurance giving you the best value - Medical, Dental, Vision and Flexible Spending Plans. Need Work Life Balance? We have got you covered with a 4-Day Work Week and an Award Winning Wellness Program. And We Don’t Stop There. The City of Hollywood provides a generous Paid Time Off Program inclusive of 13 Paid Holidays, Vacation Leave, Personal Leave, and Sick Leave. Repaying Student Loans? Employees at the City with 10 years of public service and on-time payments qualify for the Federal Student Loan Forgiveness Program. Let’s Partner Together and Come Grow with the City of Hollywood.

Job Summary

Under direction of an administrative superior, performs a wide variety of generalized clerical and administrative work. Knowledge of the department and excellent keyboard skills are crucial to this position. Duties may include secretarial tasks and public contact work. Incumbents must use discretion in decision making and policy interpretation. Work is reviewed through conferences and written reports for results obtained and adherence to established policies and procedures.

Essential Job Functions and Responsibilities

• Requisitions supplies and equipment; prepares budgets and payroll, checks operating reports for accuracy and conformance to policies and standards; and updates publications.
• Types correspondence, invoices, statements, reports, and other materials from copy or notes; composes and types letters, memoranda, minutes, notices, and other correspondence.
• Oversees the processing of various departmental records transactions including employee personnel action forms, purchase orders and requisitions.
• Operates a computer, photocopier, printer, calculator, facsimile machine, and other office equipment as required.
• Maintains specialized manual or automated filing systems.
• Maintains supervisor’s and other department personnel’s appointment calendars as required.
• Responds to telephone or in-person inquiries; greets the general public; provides information on departmental services and functions; directs callers.
• Researches, collects, and compiles data for administrative reports.
• Gathers information on projects from departments and offices; edits and proofreads the information submitted.
• Prepares reminders to departments and office staff, and requests updates on projects and events as needed.
• Prepares agenda items and minutes for department related meetings or committees.
• Oversees special projects as required or requested by supervisor.
• Oversees department inventory and archives correspondence in accordance with record retention specifications.
• Prepares and submits payroll for department as needed.
• Effectively and positively represents the city in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
• Establish and maintain effective and professional relationships with work colleagues, supervisors and managers.
• Performs related work as required for this position description only.

Education / Experience

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Required: High School Diploma or GED; supplemented by four (4) years of responsible secretarial experience including use of computers and standard software applications such as Word or Excel. An excellent keyboard skill is a must. Preferred: Associate’s Degree or college level course work in business, public administration, computer applications or any related field; an equivalent combination of training and experience may be substituted for the above requirements. Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements.

Certificates, Licenses, Registrations

Administrative/Secretarial Certifications, Certified Professional Assistant Certification, Microsoft Word Basic/Inter Microsoft Word Advanced, Microsoft Outlook Microsoft Excel Intermediate, Microsoft Excel Basic/Inter, and Notary License.

• Valid Driver’s License: With proof of automobile insurance
• Background Check: Must have an acceptable background record
• Driving Abstract: Must have an acceptable driving record

Knowledge, Skills, Abilities

• Knowledge of modern office terminology, methods, practices and procedures.
• Knowledge of modern information systems and software.
• Knowledge of business English and arithmetic.
• Knowledge of departmental and municipal rules, regulations, policies, and procedures.
• Skills in the use of modern office equipment.
• Skill in communicating information tactfully and impartially.
• Ability to understand and follow complex oral and written instructions.
• Ability to establish and maintain effective working relationships with fellow employees, superiors, subordinates, and the general public.
• Ability to make decisions and interpretations in accordance with established rules, policies, and procedures.
• Ability to ensure confidentiality in matters related to the collective bargaining process.
• Ability to establish and maintain effective and professional relationships with work colleagues, supervisors, managers and the public.

Physical Demands

The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak and be required to exert up to 50 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. May require the use of fingers or hands to manipulate objects such as picking, gripping, or pressing. Specific vision abilities required by this job include close and distance vision, peripheral, and depth perception. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

Work is performed primarily in an office environment that requires the employee to be sensitive to change and responsive to changing goals, priorities, and needs.

Required Education and Background Information

Look over the announcement carefully to determine your eligibility. Please note minimum education and experience requirements. Closed competitive positions are open only to employees while open competitive positions are open to anyone who meets the minimum qualifications for the position. Evidence of a GED test score is required if submitted for high school diploma. Applicants are responsible for clearly documenting work experience and/or providing all relevant information at the time of application. Additional information will not be accepted after the announcement closing date.

Examination

Depending on the number of applicants and the quality of their education and experience, the examination may consist of one or more of the following tests: written examination, performance examination, education and experience evaluation, oral examination and/or other job related examinations. You will be notified of the time and place of your examination when you file or later by mail. A passing grade is required on each part of the process. Repeated participation in any examination for which the same test is used is limited to once every 6 months. Your examination results will be sent by email as soon as possible after the grading is completed. Final passing grades are used to determine a candidate's position on the eligibility list of successful candidates. Departments fill vacancies from this list. The top three names are considered for each vacancy unless otherwise modified. Those not appointed are returned to the eligibility list for further consideration in accordance with the Civil Service Ordinance. Your name will remain on a register for one year for open competitive examinations and two years for closed competitive except where labor contract conflicts. Your name may be removed from an eligibility list prior to one year according to Hollywood's Civil Service Ordinance or labor contracts. Your eligibility may be canceled if you refuse a position or if you are not available for work. You are responsible for notifying the Employment Office, in writing, of any change in your address or telephone number.

All successful applicants will be required to pass an extensive background which may include criminal history searches, driving history checks, credit report, courthouse searches, education verification, employment verification, professional license verification, or other search methods as deemed necessary for the position. In addition, the applicant will be required to undergo a medical examination, which may include a drug screening, prior to appointment.

Special Accommodation and Communication Needs

The City of Hollywood provides necessary reasonable accommodation in the examination process upon request to persons with disabilities. Please advise Human Resources of special needs by calling [phone].

Veteran's Preference

The City values the service that veterans and their family members have given to our country, and as such, proactively recruits and hires veterans and qualified spouses to the greatest extent possible. Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements. To obtain veteran's preference, candidates MUST submit a copy of separation papers (DD214) and meet eligibility requirements as stipulated by the Florida Statutes. For additional information, refer to Florida Department of Veterans' Affairs.

Employment of Relatives

• The relative must have competed in an appropriate examination process as determined by Human Resources and be placed on a civil service eligibility list;
• The relative must be among the top three ranked candidates available on the certified eligibility list unless expanded by the Civil Service Board;
• The Department or Office Director and the Director, Human Resources must demonstrate that it is in the best interests of the City of Hollywood to hire the relative of a public officer or employee.

As of 12/15/2005 the City will require all newly hired employees to sign an affidavit affirming non-usage of tobacco, nicotine, electronic smoking (vaping) products within the last year prior to submission of application and will continue to be a non-user of tobacco, nicotine, electronic smoking (vaping) products throughout employment with the City of Hollywood.

Reasonable Accommodation

All applicants receive consideration for employment regardless of race, color, religion, gender, national origin, age, abilities, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression (except as limited by law, Personnel Rules, Collective Bargaining Agreements, or bona fide occupational disqualifications).

The City of Hollywood is an Equal Opportunity / Equal Access Employer.

Salary

Starting Pay For Position Is Within $25.42 - $38.63 Per Hour Dependent On Qualifications.