Senior Administrative Assistant

City-of-Longwood,-F; Longwood (FL); On-site; USD 35,000 - 55,000; Full time

Job summary

The City of Longwood is seeking an organized administrative professional to support the Public Works Director and senior staff. In this role you will manage calendars, coordinate meetings, handle inquiries from internal and external customers, and prepare a variety of documents.

You will also maintain records, enter data, process purchase orders, and assist with budgeting and asset management tasks. This is a full-time on-site position requiring attention to detail, discretion with sensitive

Qualifications

• High school diploma or equivalent and at least two years in progressively responsible administrative work.
• Experience in a government office environment preferred.
• Notary Public designation preferred; ICS 100 and 700 training within six months of hire.

Responsibilities

• Provides comprehensive administrative support to the Public Works Director and senior staff.
• Manages calendars, schedules meetings, and coordinates appointments.
• Provides customer service, receives calls, greets visitors, and provides information to internal and external customers.
• Coordinates departmental communication, including maintaining the departmental phone tree.
• Prepares and enters work orders for maintenance and repair needs.
• Prepares, edits, and distributes memos, reports, and presentations.
• Performs data entry in department software and ensures information is up-to-date.
• Obtains vendor quotes, processes requisitions, tracks budgets, and secures approvals.
• Tracks expenditures and processes invoices for timely billing.
• Assists with inventory, assets documentation, and related tasks.
• Oversees vehicle registration, fuel cards, and related items.
• Updates maintenance records for assets and fleet; schedules repairs as needed.
• Assists with organizing departmental events and training sessions.
• Orders and tracks materials and supplies; handles mail processing.
• Completes special projects as assigned; follows safety practices.

Skills

Administrative support

Customer service

Calendar management

Multitasking

Record keeping

Education

High school diploma or equivalent

Associates or Bachelor's degree preferred

Notary Public designation preferred

ICS 100 and 700 courses within six months

Tools

GIS navigation

Asset management systems

Microsoft Office Suite

Job description

Essential Functions

These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.

• Provides comprehensive administrative support to the Public Works Director and other senior staff.
• Manages calendars, schedules meetings, and coordinates appointments.
• Provides customer service, receives calls, greets visitors, and provides information and assistance to internal and external customers.
• Coordinates departmental communication, as needed, including maintaining the departmental phone tree.
• Prepares and enters work orders for a variety of maintenance and repair needs.
• Prepares, edits, and distributes various documents, including memos, reports, and presentations.
• Responsible for department data entry using department software management systems, ensuring information is up-to-date and accurate as assigned.
• Obtains vendor quotes in accordance with purchasing policies and procedures, enters requisitions, maintains purchase orders, tracks budget allocations, and secures department approvals.
• Tracks expenditures and processes invoices, ensuring a timely and accurate billing process.
• Assists with tracking of warehouse and office inventory, managing assets, documenting equipment, and other related tasks.
• Oversees vehicle registration, license plates, fuel cards, transponder devices, and coordinates vehicle badging.
• Updates maintenance records for public works assets and fleet, including both small and large equipment, and city generators Assists in scheduling repairs and maintenance, as needed.
• Assists with organizing departmental events, workshops, and training sessions.
• Orders and tracks materials and supplies as directed.
• Receives, sorts, and distributes mail, processes outgoing mail for the department.
• Undertakes special projects as assigned by supervisor and/or director.
• Follows safe working practices and has a working knowledge of safety practices and procedures in accordance with the City’s Safety and Health Program.
• All employees will have a role in the City’s disaster preparation and/or disaster recovery efforts, as may be designated in the City Comprehensive Emergency Management Plan.

Additional Duties

Performs related tasks or other duties as required or assigned.

Must have a high school diploma or equivalent, and at least two (2) years in progressively responsible professional administrative work. Experience working in a government office environment and Notary Public designation is preferred. An Associates or Bachelor’s Degree in related coursework is preferred. Must maintain a Florida driver’s license with an acceptable driving record. Must have or be able to completeICS 100 and 700 courses within six (6) months of hire.

Special Requirements

• Adjusts to changing priorities and handles multiple tasks efficiently.
• Excellent organizational and time management abilities.
• Ability to work independently and as part of a team.
• Familiarity with budgeting and financial processes.
• Ability to work with vendors and order supplies through multiple specialty companies.
• Maintains discretion and integrity in handling sensitive information.
• Must be able to organize and document by use of databases and spreadsheets.
• Proficiency in business English, spelling, and arithmetic is essential. Bilingual proficiency is advantageous.
• Thorough knowledge of the organization and functions of the department and of general administrative policies and practices including purchasing policies.
• Ability to learn asset management systems and navigation of GIS and online map resources.
• Ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently.
• Ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor.
• Ability to establish and maintain effective working relationships with associates, contractors, business owners, retailers and the general public and to deal with public relations problems courteously and tactfully.
• Familiar with grants, loans and joint agreements for Federal agencies, FEMA, Florida DEP, and FDOT. Willing to undergo training as required and when available.

Technical Requirements

• Proficiency in Microsoft Office Suite.
• Ability to manage and organize digital and physical records.
• Skilled in the operation of standard office and data entry equipment.

Working Conditions

• This is mostly a sedentary work requiring the exertion of up to twenty (20) pounds of force occasionally and a negligible amount of force frequently or constantly to move objects.
• Work requires walking, standing, reaching, fingering, grasping, and repetitive motions.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word, and conveying detailed or important instructions to others accurately, loudly, or quickly.
• Hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications and/or to make fine distinctions in sound.
• Visual acuity is required for preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities.
• The worker may be subject to inside and outside environmental conditions.

*This posting is open until filled*