Office Associate IV

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

Benefits offered by this job

12 vacation

12 sick days

15 paid holidays

Group medical insurance

Dental insurance

Life insurance

Retirement plan

Flexible spending account

Tuition assistance

COBRA continuation

Job summary

City of Miami Beach is seeking an administrative support professional to assist department staff. The role involves typing, filing, scheduling, mail handling, and creating reports with attention to detail. You will interact with city staff, officials, and the public while ensuring compliance with policies.

Minimum qualifications include a Bachelor's degree in Public/Business Administration and at least one year of full-time experience. City benefits are provided to full-time employees.

Qualifications

• Experience in general administrative support and public administration.
• Ability to communicate effectively with staff, city officials, and the public.
• Capable of handling multiple duties with accuracy and discretion.

Responsibilities

• Performs a variety of responsible general administrative support duties including typing, filing, scheduling, screening calls, and mail handling.
• Creates documents and reports requiring knowledge of format and presentation.
• Answers routine supervisor correspondence independently.
• Reviews records and forms for accuracy and conformance to rules.
• Posts information to records and compiles data for periodic reports.
• May supervise clerical staff and coordinate board/committee meetings.

Skills

Office administration

Communication skills

Multitasking

Attention to detail

Teamwork

Education

Bachelor's degree in Public/Business Administration

Job description

Nature of Work

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

Illustrative Examples of Essential Duties

• 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

Minimum Requirements

• 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 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.

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 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.

DCF: For any job announcement that requires a a screening through the clearinghouse please see link to the website:

HB531 | Florida Agency for Health Care Administration

Benefits are available to FULL-TIME employees only. The City of Miami Beach offers a comprehensive benefits package, including 12 vacation, 12 sick days, 15 paid holidays (11 holidays and 4 floating holidays); partially sponsored by the City group medical (including visual) and dental insurance, life insurance. Excellent retirement plan: pre-tax employee contribution added to the City's contribution; 5 year "cliff vesting." Voluntary Benefits (fully paid by the employee, but payroll deductible): flexible spending account; 457 Deferred Compensation Plan, and Roth IRA; universal and critical life insurance, disability insurance, long-term care, and lump sum cancer policy. Also, U.S. Legal Services, tuition assistance, pre-tax payroll contributions, continuation of medical and dental coverage up to 18 months upon termination (COBRA). For a more detailed overview of the benefit package, please visit Benefits section at http://web.miamibeachfl.gov/hr

01

Do you have bachelor's degree in public/business administration or a related field? Experience may substitute for education on a year-for-year basis

• Yes
• No

02

Do you have one (1) year of full-time responsible administrative experience in public or business administration, including the use of personal computers?

• Yes
• No

03

Do you have the ability to establish and maintain effective working relationships with employees, City officials, and the general public?

• Yes
• No
• Required Question