Administrative Assistant II - DPW

City-of-Brooksville,-F; Brooksville (FL); On-site; USD 36,000 - 52,000; Full time

Benefits offered by this job

PTO 20 days

Holidays

Florida Retirement System

Employer paid health coverage

Tuition reimbursement

Job summary

City of Brooksville in Florida seeks an Administrative Assistant II to provide advanced clerical and administrative support to the Public Works Department, including Streets, Drainage, Facilities, Fleet, and Sanitation. This role requires accuracy, attention to detail, and the ability to manage multiple tasks in a fast-paced, service-oriented environment.

This essential position may assist with reports, budgeting, and department projects, and will support staff, vendors, and residents while

Qualifications

• High School Diploma or GED required.
• 2+ years of clerical, administrative, or customer service experience required; municipal/public works office experience preferred.
• Experience with computerized recordkeeping or work order systems preferred.

Responsibilities

• Provide courteous and professional customer service to the public, vendors, and contractors in person, by phone, and via email.
• Receive, log, and track service requests and work orders through the City’s work order management system.
• Dispatch work orders to field crews and update statuses as work progresses.
• Maintain and update department records, files, and databases in both physical and electronic formats.
• Prepare purchase orders, requisitions, and other procurement-related documents.
• Assist with processing invoices and monitoring budget expenditures.
• Coordinate scheduling for meetings, inspections, and maintenance activities.
• Compile data and assist in preparing monthly and annual reports.

Skills

Office procedures

Microsoft Office

Communication skills

Attention to detail

Time management

Education

High School Diploma or GED

Job description

Career Opportunities with City of Brooksville, FL

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REPORTS TO: Assistant Director of Public Works

BENEFITS OF WORKING FOR THE CITY OF BROOKSVILLE:

20 days of PTO for the first year (unutilized hours roll over) and accrual increases with years of service

12 paid holidays and 2 floating holidays

Florida Retirement System Pension and Investment Plan

Employer paid health coverage

Tuition reimbursement up to $5,250 a year!

JOB SUMMARY/OVERVIEW OF THE POSITION:

The Administrative Assistant II provides
advanced clerical and administrative support to the Public Works Department, including Streets,
Drainage, Facilities, Fleet, Sanitation, and related divisions. This position is a more complex
administrative support; may assist with reports, budgeting, or department projects Responsibilities
include providing professional customer service to residents, contractors, and vendors; processing
and tracking work orders; maintaining department records; assisting staff with programs; and
supporting departmental operations. This position requires accuracy, attention to detail, and the
ability to manage multiple tasks in a fast-paced, service-oriented environment. This position is
designated as essential personnel and will be required to work during emergency operations,
including severe weather events and natural disasters. Employees must participate in emergency
preparedness and response activities, and complete required NIMS (National Incident Management
System) training as directed

ESSENTIAL JOB FUNCTIONS

• Provide courteous and professional customer service to the public, vendors, and
• contractors in person, by phone, and via email.
• Receive, log, and track service requests and work orders through the City’s work order management system.
• Dispatch work orders to field crews and update statuses as work progresses.
• Maintain and update department records, files, and databases in both physical and
• electronic formats.
• Prepare purchase orders, requisitions, and other procurement-related documents as
• directed.
• Assist with processing invoices and monitoring budget expenditures.
• Coordinate scheduling for meetings, inspections, and maintenance activities.
• Compile data and assist in preparing monthly and annual reports.
• Maintain an organized inventory of departmental supplies and order replacements as
• needed.
• Assist in preparing correspondence, memos, and public notices.
• Ensure confidentiality of sensitive records and information.
• Scan, index, and upload documents into the City’s electronic records management
• system.
• Perform payroll and timekeeper functions for department.
• May oversee administrative assistant I as assigned.
• Perform other related duties as assigned by the Public Works Director or designee

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of modern office practices, procedures, and equipment.
• Basic understanding of Public Works functions, including streets, drainage, sanitation,
  and facility maintenance preferred.
• Skill in operating standard office equipment, including computers, copiers, and scanners.
• Proficiency with Microsoft Office Suite; ability to learn department-specific software
  and work order systems.
• Strong verbal and written communication skills; ability to interact effectively with the
  public, vendors, and City staff.
• Ability to prioritize tasks, maintain accuracy, and pay attention to detail.
• Ability to maintain confidentiality and exercise discretion with sensitive information

MINIMUM REQUIREMENTS LISTED AS FOLLOWS:

PHYSICAL SKILLS:

• Use of both arms, legs, and hands with majority of fingers.
• Good vision and hearing (corrective devices acceptable).
• Ability to lift and carry up to 25 pounds.
• Ability to sit for extended periods and perform tasks requiring walking, standing, crawling, squatting, kneeling, bending, pushing, balancing, climbing, and stooping.

EDUCATION, TRAINING AND EXPERIENCE:

• High School Diploma or GED required.
• Two (2) or more years of clerical, administrative, or customer service experience required; municipal or public works office experience, preferred.
• Experience with computerized recordkeeping or work order systems preferred.

LICENSES, CERTIFICATIONS OR REGISTRATIONS: Valid Florida Driver’s License and must be insurable by the City’s insurance carrier.

ADA STATEMENT: A qualified employee or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans with Disabilities Act.

DRUG-FREE WORKPLACE: City of Brooksville is a drug-free workplace in accordance with Federal and Florida law.

VETERANS' PREFERENCE: Under Section 295.07, F.S., Chapter SSA-7, City of Brooksville provides to Veterans, that preference in appointment will be given to preference-eligible applicants.