Office Associate IV

City of Miami Beach; Miami Beach (FL); On-site; USD 42,000 - 64,000; Full time

Job summary

City of Miami Beach seeks an administrative support specialist to provide a range of office duties for department staff. You will type, file, schedule appointments, screen calls, and manage mail while assisting in projects as assigned.

The role requires strong formatting skills for documents and reports, plus the ability to interact professionally with staff, officials, and the public. Experience and a Bachelor’s degree in a related field are valued.

Qualifications

• Bachelor's degree required or equivalent work experience.
• At least 1 year of full-time responsible administrative experience.
• Ability to work effectively with staff, officials, and the public.
• Experience may substitute for education on a year-for-year basis.

Responsibilities

• Perform diverse administrative support duties including typing, filing, scheduling, and mail handling.
• Prepare documents, reports, and materials with appropriate formatting.
• Answer routine supervisor communications independently.
• Review records for accuracy and conformance to rules.
• May serve as secretary to boards/committees and transcribe minutes.
• Assist in payroll preparation and personnel record maintenance.
• Operate standard office and data entry equipment.

Skills

Administrative support

Scheduling

Data entry

Records management

Education

Bachelor's degree in Public/Business Administration or related field

Tools

Word processing

Data entry systems

Office equipment

Job description

This is responsible administrative support work performed relative to the needs of the department and/or the person to whom assigned.

• Performs a variety of responsible general administrative support duties relative to the needs of the department and/or specific staff person to whom she/he may be assigned, including typing, filing, copying, scheduling appointments and meetings, screening telephone calls, handling incoming/outgoing mail, assisting in projects as assigned
• Creates a variety of documents, technical and statistical reports, data for publication, and other material where knowledge of format and presentation is necessary
• Answers routine correspondence for supervisor independently
• Reviews and checks records, forms, and other documents for accuracy, completeness, and conformance to rules and regulations
• Posts a wide assortment of information to records
• Collects information from a variety of sources and compiles data for special and periodic reports
• May act as a secretary to one or more boards or committees; arranges board and committee meetings; takes and transcribes meeting minutes
• Interviews and assists visitors
• Prepares the department or staff payroll; prepares and maintains departmental personnel records
• Operates standard office, word processing, and data entry equipment
• May set up and supervises the maintenance of filing systems
• Supervises and trains subordinate clerical employees

• Bachelor's degree in Public/Business Administration or a related field
• One (1) year of full-time responsible administrative experience in public or business administration, including the use of personal computers
• Ability to establish and maintain effective working relationships with employees, City officials, and the general public
• Experience may substitute for education on a year-for-year basis

Physical Requirements

• Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact
• Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to, word processor, calculator, copier, and facsimile machine
• No significant standing, walking, moving, climbing, carrying, bending, kneeling, crawling, reaching, handling, sitting, standing, pushing, or pulling

For all positions:

• Ability to establish and maintain effective working relationships with elected officials, coworkers, the press the general public and members of diverse cultural and linguistic backgrounds regardless of race, religion, age, sex, disability, political affiliation, gender identity or sexual orientation.
• Ability to serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of all city ethics and conflicts of interest policies. Strong understanding of ethical behavior is required.
• Ability to maintain regular and punctual attendance.
• Performs related work as required.
• Reports to work as directed during an emergency as an essential employee of the City of Miami Beach.

For all technical, professional, supervisory and managerial positions:

• Ability to develop innovative and creative solutions to issues consistent with the City’s strategic plan.

Applicants must detail any related work experience on the application or risk disqualification. It is the applicant's responsibility to update their NEOGOV profile with work experience, education, certifications and personal contact information when submitting each application, failure to do so will result in ineligibility. City of Miami Beach employees must reflect their current position and detail their work experience on the application to avoid being disqualified.

Veterans Preference:

Veterans Preference is awarded in accordance with Florida State Statute 295.07. If veteran's preference is being claimed, it must be indicated on the application form and proper documentation, including all forms DD-214 (either Member 2 or Member 4), as well as the final Department of Defense Disability Letter (dated within one year) must be submitted with the application.