Administrative Assistant - Parks and Recreation

City of Marco Island; Marco Island (FL); On-site; USD 32,000 - 52,000; Full time

Job summary

The City of Marco Island is seeking a capable administrative professional to perform clerical and secretarial duties, support department staff, and ensure compliance with policies and procedures. The role involves independent judgment within established guidelines and frequent interaction with the public and city officials.

Responsibilities include handling inquiries, processing purchasing documents, data entry, records management, meeting support, and assisting in budget preparation.

Qualifications

• High school diploma or GED; supplemented by three or more years' clerical and administrative experience; specialized course work in general office practices such as typing, filing, accounting and bookkeeping preferred; or an equivalent combination of education, certification, training, and/or experience.
• Must have a valid Florida driver's license. Regular in office attendance is required.

Responsibilities

• Receives the public and answers questions; responds to inquiries from employees, citizens and others; refers to appropriate department/staff member as needed
• Answers phones, routes callers, and provides information as required; refers calls to appropriate department/staff members as needed
• Receives and processes documentation pertaining to purchasing, accounts payable, and accounts receivable
• Obtains price quotes for potential purchases; submits purchase order requests; research discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures and forwards for payment; processes payments; maintains current balances for department ledger accounts
• Inputs data to standard office and department forms; makes postings to accounts; compiles data for various reports
• Composes, types, and edits a variety of correspondence, reports, memoranda, and other material ensuring accuracy. Prepares confidential/managerial reports and documentation.
• Scans records into appropriate computer system; conducts records maintenance activities in compliance with guidelines governing record retention
• Maintains file system for the assigned area; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files
• Serves as liaison between the assigned department and other departments/divisions, staff members, City officials, the public, community leaders, outside agencies, and other individuals or organizations for the distribution and receipt of routine information
• Coordinates travel arrangements for staff pertaining to meetings, trainings, and conferences; processes all travel expense reports accordingly
• Ensures compliance with all applicable rules, regulations, standards, policies and procedures
• Maintains inventories and orders supplies and materials as needed
• Attends committee and staff meetings as assigned
• Assists with preparation of the various agendas and minutes; makes copies of the documents for public distribution at meetings; posts documentation to City website
• May assist with departmental and capital improvement budget preparation; monitors expenditures to ensure compliance with approved budget
• May assist in processing documentation pertaining to personnel/payroll functions, review timesheets for accuracy and research discrepancies, and maintain employee rosters and related records
• Maintain department website
• May receive, time stamp, and distribute incoming mail

Job description

Performs a variety of routine to complex clerical, secretarial and administrative work in keeping official records, providing administrative support to department staff, and assisting in the administration of the standard operating policies and procedures of the department. Work is performed under limited supervision with considerable latitude in the use of initiative. Position relies on experience and exercises independent judgment to determine the best approach by using and interpreting policies and procedures.

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 functions are a logical assignment to the position.

• Receives the public and answers questions; responds to inquiries from employees, citizens and others; refers to appropriate department/staff member as needed
• Answers phones, routes callers, and provides information as required; refers calls to appropriate department/staff members as needed
• Receives and processes documentation pertaining to purchasing, accounts payable, and accounts receivable
• Obtains price quotes for potential purchases; submits purchase order requests; research discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures and forwards for payment; processes payments; maintains current balances for department ledger accounts
• Inputs data to standard office and department forms; makes postings to accounts; compiles data for various reports
• Composes, types, and edits a variety of correspondence, reports, memoranda, and other material ensuring accuracy. Prepares confidential/managerial reports and documentation.
• Scans records into appropriate computer system; conducts records maintenance activities in compliance with guidelines governing record retention
• Maintains file system for the assigned area; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files
• Serves as liaison between the assigned department and other departments/divisions, staff members, City officials, the public, community leaders, outside agencies, and other individuals or organizations for the distribution and receipt of routine information
• Coordinates travel arrangements for staff pertaining to meetings, trainings, and conferences; processes all travel expense reports accordingly
• Ensures compliance with all applicable rules, regulations, standards, policies and procedures
• Maintains inventories and orders supplies and materials as needed
• Attends committee and staff meetings as assigned
• Assists with preparation of the various agendas and minutes; makes copies of the documents for public distribution at meetings; posts documentation to City website
• May assist with departmental and capital improvement budget preparation; monitors expenditures to ensure compliance with approved budget
• May assist in processing documentation pertaining to personnel/payroll functions, review timesheets for accuracy and research discrepancies, and maintain employee rosters and related records
• Maintain department website
• May receive, time stamp, and distribute incoming mail

Supervision

• May schedule, coordinate, and/or provide staff training

Qualifications

High school diploma or GED; supplemented by three or more years' clerical and administrative experience; specialized course work in general office practices such as typing, filing, accounting and bookkeeping preferred; or an equivalent combination of education, certification, training, and/or experience. Must have a valid Florida driver's license. Regular in office attendance is required.

Candidate is subject to interview(s), medical testing (including drug screening), and a comprehensive background investigation.

Knowledge, Skills and Abilities

In addition to meeting the minimum qualifications listed above, an individual must be able to perform each of the established essential functions in order to perform this job successfully.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Advanced knowledge of clerical procedures and systems such as managing files and records, and other office procedures and terminology
• Advanced knowledge of principles and processes for providing outstanding customer service
• Skill in working independently and following through with assignments with minimal supervision
• Advanced ability to operate a computer using Microsoft Office products (Word, Outlook, and Excel) and learn to use applicable department and organization specific software
• Ability to communicate effectively verbally and in writing
• Ability to establish and maintain effective and cooperative working relationships with those contacted in the course of work
• Ability to exercise sound judgment and maintain confidentiality regarding critical and sensitive information, records, and reports
• Ability to review, compile, and organize forms, documents, and related records for efficient processing and ready retrieval
• Ability perform mathematical computations in support of work
• Ability to provide exceptional internal and external customer service
• Ability to take and record accurate notes
• Ability to follow oral and written instructions
• Ability to organize work for timely completion
• Ability to perform basic cashier duties accurately
• Ability to regularly attend work and arrive punctually for designated work schedule

Other Requirements

Physical Requirements: Depending on functional area of assignment, tasks involve the ability to exert light physical effort usually involving some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 20 pounds). Usually involves some climbing, balancing, stooping, kneeling, crouching, crawling, walking or standing. Tasks may involve extended periods of time at a keyboard or work station and extended periods of time standing and/or walking.

Environmental Requirements: Tasks are regularly performed inside without exposure to adverse environmental conditions (e.g., dirt, cold, rain, fumes).

Sensory Requirements: Tasks require sound and visual perception and discrimination. Tasks require oral communications ability.

Emergency Response and Essential Employee Statement Every City employee has emergency response responsibilities, though not every position will be considered an essential employee during an emergency event. All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.

Amenicians with Disabilities Act (ADA) Statement

The City of Marco Island is committed to providing equal employment opportunities to qualified individuals with disabilities in accordance with the Americans with Disabilities Act (ADA) and applicable state and federal laws. Reasonable accommodations may be provided to enable qualified individuals to perform the essential functions of the position, unless doing so would create an undue hardship for the City. Applicants requiring accommodation during the recruitment or selection process should notify the Human Resources Department.

Preference shall be given to eligible current city employees. All vacancies are open until filled unless otherwise specified. The City of Marco Island is an Equal Opportunity Employer. The City of Marco Island is a drug free and smoke free workplace.