Administrative Specialist III - Engineering

City-of-Ocala,-F; Ocala (FL); On-site; USD 42,000 - 62,000; Full time

Job summary

City of Ocala is seeking a varied and highly responsible administrative, secretarial and clerical professional. The role covers correspondence, recordkeeping, customer service and budgeting support across multiple departments.

The position emphasizes transcription experience, strong computer skills and the ability to handle confidential information with discretion.

Qualifications

• High school diploma or GED required, plus business/secretarial course work.
• 3 years of progressively responsible secretarial/administrative experience with transcription.
• 3 years of general public contact experience.
• Equivalent mix of training, education and experience may be acceptable.

Responsibilities

• Prepare memos, letters, forms, reports and correspondence up to complex topics.
• Maintain files and department records; compile and prepare complex reports.
• Provide clear, courteous customer service by phone, in person and in writing.

Skills

Correspondence

Record keeping

Customer service

Administrative

Payroll knowledge

Supervision

Education

High school diploma or GED

3 years secretarial/administrative experience

3 years public-facing experience

Training/education combination acceptable

Job description

This is varied and highly responsible administrative, secretarial and clerical position.

1. Correspondence: Prepares memos, letters, forms, statements, reports and correspondence on a variety of subjects from simple to complex or technical, confidential matters. May include taking dictation, transcribing and composing correspondence or staff meeting minutes.
2. Record Keeping/Reports: Maintains files and various records for the department. Compile, research and prepare various complex reports, which may include payroll, petty cash, travel, budget, billing, purchase requisitions, material requests, etc Responsible for imaging records and record destruction/retention.
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. Assists in answering telephones handling complaints, answering questions, screening calls, taking messages and routing calls.
4. Administrative: Schedules appointments, meetings, training and makes travel arrangements. May assist in the preparation and typing of the annual budget. Administers budget expenditures. Communicates city policies and procedures to departmental staff and apply a working knowledge. Participates in various department and city committees. Provides assistance on major projects, which may include extensive research. Attends meetings and performs other duties for Administrative Supervisor as assigned.
5. Payroll Clerk: May be required to prepare payroll or serve as back-up to the department's payroll clerk. Maintains highly confidential information. Maintains employee attendance and salary records. Must have working knowledge and the ability to apply city policies and procedures related to personnel rules and payroll practices.
6. Supervision: May be required to supervise administrative support and clerical personnel in supervisor's absence.
7. Perform other duties as required or assigned.

Specific to Engineering

1. Grant management and reconciliation.

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, supplemented by courses in business practices and the secretarial field.
• Must have three (3) years' experience in secretarial and administrative work of a progressively responsible and technical nature with transcription experience and a strong working knowledge of computers.
• Must have three (3) years previous work experience dealing with the general public.
• Equivalent combination of training, education and experience may be acceptable.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

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

SUPERVISORY RESPONSIBILITIES

• This position will directly supervise 0 employees.
• This position may indirectly supervise 0 employees.

If applicable, supervisory responsibilities include interviewing, hiring and training employees; planning, assigning and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems.

ANALYTICAL ABILITY / PROBLEM SOLVING

MODERATELY STRUCTURED.

PLANNING

With regard to general assignments in planning time, method, manner and/or sequence of performance of own work. CONSIDERABLE RESPONSIBILITY; 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 opportunity for decision-making of minor importance. FREQUENTLY; Performs work operations which permit opportunity for decision-making of major importance. FREQUENTLY;

COMMUNICATION SKILLS

Ability to effectively communicate information and respond to questions in person-to-person and small groups situations.

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 furnished in written, oral, or diagram formats.

SUPERVISION RECEIVED

Under GENERAL SUPERVISON where standard practice enables the employee to PROCEED ALONE on routine work, referring all questionable cases to supervisor.

MENTAL DEMAND

CLOSE; 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 operations.

USE OF MACHINES, EQUIPMENT AND/OR COMPUTER

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.

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. Requires tact in discussing problems and presenting data and making recommendations.

SOFTWARE SKILLS REQUIRED

Accounting Basic

Alphanumeric Data Entry Intermediate

Contact Management Basic

Database Intermediate

Enterprise Resource Planning Basic

Human Resources Systems Basic

Payroll Systems Basic

Presentation/PowerPoint Basic

Programming Languages None

Spreadsheet Intermediate

Word Processing/Typing Intermediate

PHYSICAL ACTIVITIES

While performing the functions of this job, the employee may be required to:

Stand Occasionally

Walk Occasionally

Sit Frequently

Use hands to handle or feel Frequently

Reach with hands and arms Frequently

Climb or balance Occasionally

Stoop, kneel, crouch or crawl Occasionally

Talk or hear Continuously

Taste or smell Occasionally

WEIGHT LIFT REQUIREMENTS

The employee must occasionally lift and/or move:

Up to 25 pounds

VISION REQUIREMENT

Specific vision abilities required by this job may include:

Close vision (use of a computer, equipment, or any other work duties that require clear vision within two (2) feet or less).

ENVIRONMENTAL CONDITIONS

Work near moving mechanical parts (spinning shafts, engines, lifts, etc.) Never

Work in high, precarious places (tall structures, bucket lifts, extension ladders, etc.) Never

Fumes or airborne particles (painting, sanding, solvents, flying lint or dust particles, etc.) Never

Toxic or caustic chemicals (including potential for chemical spills, etc.) Never

Outdoor weather conditions (exposure to outdoor heat, cold or inclement weather) Never

Wet or humid conditions (not weather-related, such as greenhouse, carwash, etc.) Never

Extreme cold (not weather-related, such as freezer, cold storage, etc.) Never

Extreme heat not weather-related, such as furnace, kitchen, ovens, etc. where temp is regularly above 100 degrees F) Never

Risk of electrical shock (live electrical wires, equipment that retains power after shutoff) Never

Work with explosives (TNT, dynamite, nitroglycerine or other related explosives) Never

Risk of radiation (x-ray equipment, nuclear radiation, electromagnetic radiation, etc.) Never

Vibration (jack hammer, soil compactor, equipment that creates high vibration, etc.) Never

The noise level in the work environment is usually Moderate (business office with computers/printers, light traffic, etc.)

ADDITIONAL INFORMATION

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).