Senior Administrative Assistant

City of New Port Richey; Florida; On-site; USD 29,000 - 32,000; Full time

Job summary

City of New Port Richey is seeking a full-time, non-exempt Finance Administrative Support position. The role provides high-level organizational and secretarial support to the Finance Director, handling confidential information and serving as liaison with staff, vendors, officials, and the public.

The incumbent will manage calendars, prepare reports, coordinate travel, assist with the annual budget, payroll processing, and payroll bills.

Qualifications

• High school diploma or GED required, plus five years of administrative support experience.
• Preference for Associate’s or Bachelor's degree in related field.
• Florida Notary Public certification preferred, or ability to obtain within 6 months.
• Experience in finance, accounting, payroll, or governmental administration is desirable.

Responsibilities

• Manage schedules and calendar for the Finance Director.
• Coordinate travel arrangements and reimbursements for staff.
• Prepare routine and special reports from source material.
• Handle confidential material and official correspondence.
• Maintain departmental records per Florida Records Management.
• Coordinate board meetings and distribute packets.
• Assist with annual departmental budget preparation.
• Process payroll and pay departmental bills.
• Assist Accounts Payable and bid opening processes.
• Maintain vendor records and grant accounts.

Skills

Office administration

Budgeting

Financial software

Microsoft Office

Customer service

Communication

Education

High school diploma

Associate/Bachelor degree preferred

Notary Public certification preferred

Tools

Accounting software

Adobe Acrobat

Electronic records management systems

Govt accounting software

Job description

DEPARTMENT: Finance

REPORTS TO: Finance Director

CLASSIFICATION STATUS: Full Time,Non-Exempt

ANTICIPATED STARTING SALARY: $20.86 – 22.95 hourly

GRADE: 106

Major Function:

Performs highly responsible administrative and financial support work for the Finance Department. Provides direct administrative support to the Finance Director and assists with departmental operations requiring independent judgment, discretion, and a thorough knowledge of departmental functions, City policies, and applicable procedures. High level organizational and secretarial work. Independently researches and composes reports and data as requested. Schedules appointments and keeps a calendar of events related to the department and other related events. Handles confidential and sensitive information with professionalism and discretion while serving as a liaison between the department, City staff, vendors, elected officials, and the public. Receives visitors and telephone calls for the Finance Director; determines the nature of the inquiry, personally responds to routine requests for information, appointments, and assistance, and directs more complex or specialized matters to the appropriate staff.

Essential Functions:

The essential functions listed are intended to represent the primary duties of this classification and may not encompass all responsibilities of performed within this classification. Management retains the discretion to assign additional duties that are reasonably related to the role. Day-to-day tasks may vary based on departmental needs and the scope of the position’s expertise.

• Makes all appointments and handles calls for the Director, if requested.
• Coordinates travel arrangements and reimbursement documentation for the Director and department staff for training sessions and conferences.
• Reviews and briefs news articles, reports, bulletins, and other materials for the Director's attention.
• Receives confidential material; composes letters and memoranda for the Director's signature.
• Routes mail to proper staff as necessary; responds to routine correspondence within established guidelines; annotates and delivers non-routine correspondence to Director.
• Responsible for departmental records management in compliance with State of Florida Records Management.
• Prepares and types a variety of routine and special reports from source material in files, including confidential material.
• Coordinates staff and board meetings by preparing agendas, compiling and distributing meeting packets and supporting materials, attending meetings, recording meeting notes, and preparing and distributing follow-up action items to department staff and other appropriate personnel.
• Assists with preparation of the annual departmental budget and budget book.
• Coordinates all routine operational management functions within departments, including purchasing, building, equipment, property inventory and disposal.
• Preparation of agendas and packets for staff training.
• Processes departmental payroll.
• Types all correspondence, minutes from appropriate meetings for Department Director.
• Pays all bills for the department and keeps accurate records for each account billed.
• Reconciles monthly billing from City credit cards.
• Maintains vendor records.
• Prepares requisitions, processes receiving reports, and maintains grant accounts.
• Prepares final financial report for grants.
• Prepares statistical and analytical reports.
• Serves as backup to Accounts Payable Clerk and all functions of that role.
• Assists the City Clerk in the bid opening process, including maintaining the bid book and maintaining and posting to the appropriate websites.
• Ensures that all copiers and printers are fully stocked for the day and obtains month end copier reports.
• Maintains the City’s postage machine and routes mail to proper departments.
• Orders office supplies for the department as needed.
• Maintains records disposition for City Hall and provides information to the City Clerk annually.
• Performs related duties as assigned.

MINIMUM QUALIFICATIONS:

Knowledge, Skills, and Abilities:.

• Thorough knowledge of modern office administration principles and practices.
• Considerable knowledge of accepted accounting principles and budgeting.
• Knowledge of the operations of City government including Department-wide computer programs.
• Knowledge of ordinances, official functions, and Human Resources procedures applicable to the department.
• Ability to prepare clear and accurate reports, correspondence, and meeting minutes.
• Ability to work independently on complex and confidential administrative tasks.
• Ability to multi-task successfully.
• Ability to communicate successfully with legislative and administrative personnel of the City.
• Ability to keep complex fiscal and statistical records, ledgers and files and provide information correctly and concisely, orally and in writing.
• Ability to independently prepare agendas, documents, and related complex or confidential correspondence.
• Ability to provide exceptional customer service by actively listening, assessing customer needs, communicating accurate information regarding City policies, procedures, and processes, and interacting with the public in a professional, courteous, and tactful manner.
• Proficiency with Microsoft Office Suite, Adobe Acrobat, electronic records management systems, financial software, and other business applications utilized by the City.
• Ability to establish and maintain effective working relationships with City officials, employees, and the public.
• Ability to organize, record, and deliver information.
• Ability to utilize mathematical formulas and exercise analytical judgment.
• Meet FEMA requirement for NIMS certification.

TRAINING, CERTIFICATIONS, AND EXPERIENCE:

High school diploma or GED required, supplemented by five (5) years of progressively responsible administrative support experience, preferably in finance, accounting, payroll, or governmental administration; or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.

Preference will be given to candidates with an Associate's or Bachelor's degree in Business Administration, Public Administration, Accounting, or a related field. Preference is also given to applicants with experience working in local government and utilizing governmental accounting software. Florida Notary Public certification is preferred, or the ability to obtain certification within six (6) months of employment.

SPECIAL REQUIREMENTS:

A Florida driver’s license is required. May be required to work nights and weekends for specific events. Every New Port Richey employee is required to fill out a Disaster Response Survey and is subject to being required to report to work during a declared disaster.

PHYSICAL DEMANDS:

Physical Ability:

This position requires sedentary work that involves walking or standing some of the time and routine keyboard operations. The job risks exposure to no significant environmental hazards. The job requires normal visual acuity, and field of vision, hearing, speaking, color perception, sense of smell, depth perception, and texture perception. Ability to stand and sit for periods longer than 30 minutes but not to exceed four hours consecutively. Ability to climb stairs and ladders occasionally. Ability to lift boxes not exceeding 25 pounds occasionally.

Sensory Requirements:

Ability to hear, speak and understand conversation in English in various tones of voice, as well as accents or rapidly spoken words. Ability to see, read and comprehend letters, numbers, words characters or symbols which are both large and small. Ability to print and draw letters, numbers, words, characters and symbols which are legible and understood by others. Ability to learn complex tasks and remember how to complete tasks without assistance once trained.

WORK ENVIRONMENT:

Work is performed under typical office conditions and in every room where operations are conducted. The noise level in the work environment is usually (moderate but may be noisy in certain locations). By the very nature of this type of work it can be very busy with shifting demands. Ability to deal with stress related to routine deadlines and occupational problems, which demand immediate attention. Necessity to multi-task successfully. Ability to accept decisions made by others that may be in opposition of own views.

The City of New Port Richey is an Equal Opportunity Employer. In compliance with Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the City of New Port Richey provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. EOE/DFWP