ADMINISTRATIVE ASSISTANT/Public Services

Paycom - ATS; Lake Wales (FL); On-site; USD 24,000 - 31,000; Full time

Job summary

Paycom - ATS in Lake Wales, FL seeks an administrative assistant to support the public services department. You will perform clerical, secretarial, and records tasks, answer phones, process mail, and help with travel arrangements.

The role requires a high school diploma or GED, basic computer skills, and the ability to work with the public. It offers routine workdays in a city office and opportunities to assist in policy administration.

Qualifications

• Graduation from High School or GED or equivalent.
• Any equivalent combination of education and experience.
• Working knowledge of computers and electronic data processing.
• Knowledge of modern office practices and accounting principles.

Responsibilities

• Assist in department operations to achieve goals with available resources.
• Prepare data, reports and recommendations; coordinate with other departments.
• Procure department materials and maintain inventories; handle requisitions.
• Maintain confidential personnel records and labor relations support.
• Schedule conferences, travel plans and staff meetings.
• Answer phones and provide customer assistance; handle inquiries.

Skills

Computers

Office practices

Accounting basics

Public interaction

Communication

Stress management

Education

High School diploma or GED

Equivalent education/experience

Tools

Phone switchboard

Mainframe terminal

Word processing

Spreadsheet

Database software

Fax machine

Base radio

Calculator

Job description

Job Details

Job Location: FL - Lake Wales, FL, Salary Range: $17.73 - $22.26Hourly,

GENERAL PURPOSE

Assists the public services director in the administration of the public services department. Performs a variety of routine and complex clerical, secretarial and administrative work in keeping official records, providing administrative support to the public works staff, and assisting in the administration of standard operating policies and procedures.

SUPERVISION RECEIVED

Works under the general supervision of the public services director and regularly exercise discretion and independent judgment in the day-to-day operations of the public services administration department.

SUPERVISION EXERCISED

None.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assists in the assigned operations to achieve goals within available resources.
• Assists in the development of short and long range plans; gathers, interprets, and prepares data for studies, reports and recommendations; coordinates activities with other departments and agencies as needed.
• Assists in the procurement of department materials and supplies. Maintains inventories of office supplies and materials. Prepares requisitions or review requisitions prepared by divisions for completeness, assigns appropriate expenditure codes, maintains record of departmental asset acquisition and coordinates with city clerk and risk management for addition of asset to official city records and insurance policies.
• Maintains departmental personnel records. Assists director in a confidential manner in performing duties relating to labor relations.
• Attends departmental staff meetings and maintains record of such meetings.
• Composes, edits and types a variety of correspondence, reports, memorandums, and other material requiring judgment as to content, accuracy, and completeness.
• Acts as custodian of departmental documents and records. Establishes and maintains filing systems, control records and indexes using independent judgment. Prepares records such as notices, minutes, and resolutions.
• Coordinates the office operations of the department. Develops and maintains office forms and procedures.
• Performs routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, and bookkeeping. Receives the public and answers questions; responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons.
• Plans conferences and training sessions. Coordinates travel plans for staff and assists in completion of travel expense reports.
• Operates radios as needed and assists in radio communications; operates base radio as required. Operates listed office machines as required.
• Receives, stamps and distributes incoming mail, processes outgoing mail.
• Schedules appointments, and performs other administrative and clerical duties.

PERIPHERAL DUTIES

• Serves as a member of oral interview panels for employee selection.
• Assists in the city manager's office or other departments as needed.
• Operates a vehicle to run errands
• Other duties as required.

Qualifications

DESIRED MINIMUM QUALIFICATIONS

• (A) Graduation from High School or GED equivalent or
• (B) Any equivalent combination of education and experience.

Necessary Knowledge, Skills and Abilities

• (A) Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures; some knowledge of accounting principles and practices.
• (B) Skilled in the operation of tools and equipment;
• (C) Ability to effectively meet and deal with the public; ability to develop a working relationships with employees, supervisors, other departments, officials and the public; Ability to communicate effectively verbally and in writing, ability to handle stressful situations.

TOOLS AND EQUIPMENT USED

Phone switchboard; mainframe computer terminal; personal computer, including word processing, spreadsheet and data base software; copy machine; fax mainframe; base radio; calculator.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.