IT Administrative Assistant

COH City Of Hialeah; United States; On-site; USD 33,501 - 67,405; Full time

Job summary

COH City Of Hialeah is seeking an IT Administrative Assistant to perform various complex and confidential administrative duties. The role involves managing the Department/Division Head's calendar, preparing correspondence, and interacting with public officials.

The ideal candidate must hold a Bachelor's degree in Public or Business Administration and have at least two years of administrative support experience.

Qualifications

• Must have a working knowledge of public or business administration principles.
• Must have two years of administrative support experience.

Responsibilities

• Performs complex and confidential administrative duties.
• Maintains a calendar and arranges meetings for the Department/Division Head.

Skills

Knowledge of public or business administration

Effective communication

Detail-oriented

Ability to motivate employees

Education

Bachelor's degree in Public or Business Administration

Tools

Word processing software

Office equipment

Job description

Salary Range: $33,501.78 - $67,405.26

DISTINGUISHING CHARACTERISTICS OF WORK

The IT Administrative Assistant performs a variety of complex, confidential and responsible administrative duties for the Department/Division Head.

ESSENTIAL EXAMPLES OF DUTIES

• Performs difficult confidential administrative work involving the use of independent judgment and personal initiative.
• Understands the organization and operation of the assigned department, other City departments and outside agencies as necessary to assume assigned responsibilities.
• Interprets and applies departmental rules and policies.
• Prioritizes work; independently prepares correspondence and memoranda.
• Analyzes situations accurately and adopts an effective course of action.
• Meets deadlines; responds to requests and inquiries from the general public.
• Works independently in the absence of supervision.
• Operates and uses modern office equipment including a computer.
• Communicates clearly and concisely, both orally and in writing.
• Establishes and maintains effective working relationships.
• Provides responsible, complex and confidential administrative support; data processes and proofreads a wide variety of complex and confidential reports, letters and memoranda; independently prepares correspondence; types from rough draft or verbal instructions; composes correspondence not requiring the attention of the Department/Division Head.
• Interacts with City officials, representatives from business and community organizations, the public and all levels or personnel.
• Screens office and telephone callers; responds to complaints and requests for information on department regulations, procedures, systems and precedents relating to assigned responsibilities, receives and routes incoming mail.
• Maintains calendar of activities, meetings and various events for the Department/Division Head; arranges meetings and makes appointments; assists with task prioritization; follows up on assigned projects to meet deadlines; provides staff support.
• Maintains a wide variety of records, files, and logs related to departmental operations and activities; maintains confidential and personnel files; conducts periodic retention and purging of files in compliance with applicable guidelines.
• Prepares reports, correspondence, and memoranda, many of which are highly confidential and sensitive in nature, utilizing word processing software.
• May assign, evaluate, and monitor the work of office support staff.
• Participates in special projects as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Must have a working knowledge of the principles and practices of public or business administration; planning, programming, and budgeting.
• Must have the ability to identify, define, and analyze problems or issues, and make sound and effective policy and procedural recommendations as to the solution(s).
• Must be able to effectively express ideas orally and in writing, to the public and City Staff and have the ability to follow oral and written instructions.
• Must be a self‑motivated employee and have the ability to motivate other employees.
• Ability to use tact and courtesy in dealing with department heads, other employees, and the public is required.
• Ability to assign and instruct individuals engaged in the work of the department.
• Establish and maintain cooperative and effective working relationships with other employees and department heads.
• Maintain attention to detail and produce accurate work while coordinating several concurrent assignments.
• Ability to read, write, speak, understand, or communicate in English in order to perform the duties of this position.
• Thorough knowledge of modern office equipment, practices, and procedures.

PHYSICAL REQUIREMENTS

• Must have ability to effectively communicate and interact with other employees and the public through the use of telephone and personal contact as normally defined by the ability to see, read, talk, stand, hear, hands to finger dexterity, handle, feel or operate objects, read and write English.
• Physical capability to effectively use and operate various items of office equipment; such as but not limited to a personal computer, calculator, copier and fax machines.
• Work is performed indoors within a quiet to moderately noisy environment.
• Must be able to lift, carry and or push articles weighing up to 20 lbs.

MINIMUM TRAINING AND EXPERIENCE

• Bachelor's degree in Public or Business Administration or a related field from an accredited school/institution.
• Two (2) years of experience in an administrative support capacity, preferably as an assistant for an executive in a governmental agency.

The City of Hialeah is an equal opportunity employer. There will not be any discrimination or harassment of any kind on account of age, color, race, religion, sexual orientation, national origin, disability, genetic information, marital or familial status, military service or any of the protected categories.

The City of Hialeah is a drug and alcohol free employer.