Administrative Specialist II - Water Resources

City-of-Ocala,-F; Ocala (FL); On-site; USD 32,000 - 42,000; Full time

Job summary

City of Ocala is seeking an administrative clerk to handle routine clerical tasks within the department. The role requires independent judgment, discretion, and adherence to policies, with frequent contact with officials, customers, and the public.

Responsibilities include preparing correspondence, maintaining records, providing courteous customer service, and assisting with payroll and reporting. Proficiency with computers and confidentiality is essential.

Qualifications

• High school diploma or GED required.
• Two (2) years related experience and/or training.
• Or equivalent combination of education and experience.
• Must possess and maintain a valid Florida Operator's Driver's License with an acceptable driving record.

Responsibilities

• Correspondence: Prepares memos, letters, forms, statements and correspondence on a variety of subjects.
• Record Keeping: Maintains files and various records for the department.
• Customer Service: Communicates clearly and courteously to deal with people by phone, in person, in writing and in some departments by two-way radio.
• Reports: Prepares various reports which may include: petty cash, travel, billing, etc.
• Administrative: Schedules appointments, meetings and makes travel arrangements. May attend meetings taking notes and transcribing dictation.
• Payroll Clerk: Prepares payroll and maintains departmental records.
• Dispatching maintenance technicians to assist with customer concerns or repairs
• Entering customer service orders into Cogsdale for processing
• Perform any other related duties as required or assigned.

Skills

10-Key

Alphanumeric Data Entry

Database

Word Processing/Typing

Accounting

Human Resources Systems

Payroll Systems

Spreadsheet

Education

High school diploma or GED

Tools

Cogsdale

Job description

This is an administrative position providing general clerical services and related duties specific to the department. Within scope of responsibility, exercises independent judgment, initiative and discretion based on knowledge of applicable administrative policies and procedures in performing daily activities. Work involves routine contact with officials of the City, customers, and the public. Exercises trustworthy service, courtesy, tact and diplomacy in dealing with others. Work can be of a highly confidential nature and involves the skilled use of a computer. Works under assigned supervision

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Correspondence: Prepares memos, letters, forms, statements and correspondence on a variety of subjects.
2. Record Keeping: Maintains files and various records for the department.
3. Customer Service: Communicates clearly and courteously to deal with people by phone, in person, in writing and in some departments by two-way radio.
4. Reports: Prepares various reports which may include: petty cash, travel, billing, etc.
5. Administrative: Schedules appointments, meetings and makes travel arrangements. May attend meetings taking notes and transcribing dictation.
6. Payroll Clerk: Prepares payroll and maintains departmental records.
7. Dispatching maintenance technicians to assist with customer concerns or repairs
8. Entering customer service orders into Cogsdale for processing

Perform any other related duties as required or assigned.

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE

• High school diploma or GED required
• Two (2) years related experience and/or training.
• Or equivalent combination of education and experience.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

• Must possess and maintain a valid Florida Operators Driver's License with an acceptable driving record.

SUPERVISORY RESPONSIBILITIES

None.

COMMUNICATION SKILLS

Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts such as fractions, ratios, and proportions to practical situations.

CRITICAL THINKING SKILLS

Ability to utilize common sense understanding in order to carry out written, oral or diagrammed instructions. Ability to deal with problems involving several known variables in situations of a routine nature.

SUPERVISION RECEIVED

Under general supervision where standard practice enables the employee to proceed alone on routine work, referring all questionable cases to supervisor.

PLANNING

Considerable responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work; may also occasionally assist in the planning of work assignments performed by others within a limited area of operation.

DECISION MAKING

Performs work operations which permit frequent opportunity for decision-making of minor importance and also frequent opportunity for decision-making of major importance; the latter of which would affect the work operations of other employees and/or clientele to a moderate degree.

MENTAL DEMAND

Close mental demand. Operations requiring close and continuous attention for control of operations. Operations requiring intermittent direct thinking to determine or select the most applicable way of handling situations regarding the organization's administration and operations; also to determine or select material and equipment where highly variable sequences are involved.

ANALYTICAL ABILITY / PROBLEM SOLVING

Moderately structured. Fairly broad activities using moderately structured procedures with only generally guided supervision. Interpolation of learned things in somewhat varied situations.

USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS

Regular use of complex machines and equipment (desktop/laptop computer and software, road and production machines and equipment, etc.)

ACCURACY

Probable errors of internal and external scope would have a moderate effect on the operational efficiency of the organizational component concerned. Errors might possibly go undetected for a considerable period of time, thereby creating an inaccurate picture of an existing situation. Could cause further errors, losses, or embarrassment to the organization. The possibility for error is always present due to requirements of the job.

PUBLIC CONTACT

Frequent contacts with general public, patrons, or other outside representatives, wherein the manner of handling these contacts has a bearing on the organization's position and operation.

EMPLOYEE CONTACT

Contacts of considerable importance within the department or office, such as those required in coordination of effort, or frequent contacts with other departments or offices, generally in normal course of performing duties. Requires tact in discussing problems and presenting data and making recommendations, but responsibility for action and decision reverts to others.

SOFTWARE SKILLS REQUIRED

Intermediate: 10-Key, Alphanumeric Data Entry, Database, Word Processing/Typing

Basic: Accounting, Human Resources Systems, Payroll Systems, Spreadsheet

PHYSICAL ACTIVITIES

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

While performing the functions of this job, the employee is continuously required to talk or hear; regularly required to stand, walk, sit, use hands to finger, handle, or feel; occasionally required to reach with hands and arms, stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 25 pounds, regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, and color vision.

ENVIRONMENTAL CONDITIONS

There are no harmful environmental conditions that are present for this position.

The noise level in the work environment is usually moderate.

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments).