Senior Administrative Assistant-Finance

City-of-Fort-Myers,-F; Fort Myers (FL); On-site; USD 42,000 - 65,000; Full time

Job summary

The City of Fort Myers is seeking a capable administrative professional to organize and coordinate departmental activities under the department head. You will handle budget, payroll, procurement, and performance evaluations while supervising staff and ensuring staff coverage.

Essential duties include preparing budgets, monitoring expenditures, scheduling vacations, processing payroll, and coordinating with contractors.

Qualifications

• Associates Degree in Business or Public Administration or related field. Experience and/or training that provides the required knowledge, skills, abilities and essential job functions may be substituted for the degree.
• Three (3) years of progressively responsible office management or related work experience.
• Requires FL Driver's License with acceptable driving record.

Responsibilities

• Oversees and coordinates departmental activities; provides administrative support for the department head.
• Manages budget and fiscal operations, procurement, payroll, performance evaluations, and special projects.
• Supervises staff: plans, assigns, and directs work; trains and evaluates performance; ensures staff coverage.
• Assists in budget preparation and monitors department expenditures; reconciles with budget.
• Prepares and manages annual and monthly vacation calendars; pre-approves leave requests.
• Processes bi-weekly payroll and overtime forms; prepares bi-weekly timesheets.
• Ensures printing of department reports, records and correspondence; attends meetings for the director/department head.
• Coordinates efforts to fulfill contractual agreements between the City and contractors/vendors.

Skills

Word processing

Spreadsheet

Database

Presentation software

Budgeting

Payroll

Procurement

Supervisory skills

Education

Associate Degree in Business or Public Administration

Job description

The City of Fort Myers strives to be an employer of choice and most of our employees turn jobs into long term careers. The salary shown in the job description is the full range for this position from entry to later career.

NEW EMPLOYEES ARE HIRED AT, OR NEAR THE ENTRY POINT SHOWN, DEPENDING ON QUALIFICATIONS AND RELEVANT EXPERIENCE.

FLSA Status:Non-Exempt Safety Sensitive: NO Level II Screening: NO

Under the general direction of the designated supervisor, the incumbent is responsible for organizing and coordinating departmental activities and provides administrative support for the department head. The incumbent performs highly responsible administrative work, including implementation and management of projects, programs and special events for the department. This position is responsible for handling tasks related to budget and fiscal operations, all aspects of procurement, payroll, performance evaluations, special projects, and providing administrative assistance to the department head.

Carries out supervisory responsibilities in accordance with the City's policies and applicable laws. Responsibilities include planning, assigning, and directing work, addressing complaints, completing performance evaluations, and resolving problems.

Responsibilities and Reporting During an Emergency Situation

Essential Employees may be required to work during a declared emergency. Depending on the nature of the emergency, this may require working around the clock for several days on short notice.

Non Essential Employees will not be required to work during a declared emergency. The employee's Department Head will determine when the employee will be required to work.

• Oversees and evaluates the performance of assigned personnel.
• Provide information and assistance to the public in a courteous manner and with sensitivity to the diversity of a multicultural clientele.
• Resolve questions and complaints within scope of information and refer to others, as appropriate.
• Responsible for supervising and directing day-to-day and activities of subordinate personnel.
• Responsible for assigning work, training, and evaluating work performance; responsible for the overall operation of assigned area.
• Assist in the preparation of the budget.
• Monitor department expenditures and reconcile with budget.
• Implements special projects as assigned.
• Prepare, transcribe, and distribute letters, memorandums and/or other correspondence.
• Implement organizational and/or procedural changes affecting administrative office activities.
• Prepare and manage annual and monthly vacation calendars, pre-approve leave requests prior to Supervisor approval to ensure staff coverage.
• Process (bi-weekly) payroll and overtime approval forms and prepare bi-weekly timesheets.
• Ensure the accurate and timely printing of department reports, records, and correspondence.
• Attend meetings on behalf of the director/department head.
• Oversee the use of procurement cards, payroll and other bookkeeping functions.
• Responsible for coordination efforts to fulfill contractual agreements between the City and outside contractors/vendors.
• Responsible for providing assistance in the absence of department staff members.
• Establish and maintain a working environment conducive to positive morale, individual style, quality, creativity, and teamwork.
• Maybe responsible for maintaining information on City Link
• Drives a city vehicle as needed
• This position requires regular and reliable attendance and the employee's physical presence at the workplace
• Performs other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

• Proficient in the use of word processing, spreadsheet, database and presentation software.
• Ability to establish and maintain effective working relationships.
• Ability to operate necessary equipment, including computer, printer, copier, facsimile machine, and calculator.

• Associates Degree in Business or Public Administration or related field. Experience and/or training that provides the required knowledge, skills, abilities and essential job functions may be substituted for the degree.
• Three (3) years of progressively responsible office management or related work experience.
• Requires FL Driver's License with acceptable driving record.

This work typically requires the following physical activities to be performed.

• Balancing – maintain equilibrium to prevent falling while walking, standing, or crouching.
• Climbing – ascending, descending ladders, stairs, ramps, requires body agility.
• Reaching – extending hands or arms in any direction.
• Repetitive Motion – substantial movements of wrists, hands, fingers.
• Speaking – expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.
• Standing – for sustained periods of time.
• Stooping – bending body downward, forward at waist, with full motion of lower extremities and back.
• Talking 1- expressing ideas by spoken word
• Crouching – bending body forward by bending leg, spine.
• Feeling – perceiving attributes of objects by touch with skin, fingertips.
• Fingering – picking, pinching, typing, working with fingers rather than hand.
• Grasping – applying pressure to object with fingers, palm.
• Handling – picking, holding, or working with whole hand.
• Hearing 1 – perceiving sounds at normal speaking levels, receive information.
• Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading.
• Visual Acuity 2 - color, depth perception, field of vision.
• Visual Acuity 3 - determine accuracy, neatness, observe facilities/structures.
• Visual Acuity 4 - operate motor vehicles/heavy equipment.
• Kneeling – bending legs at knee to come to rest at knees.
• Lifting – raising objects from lower to higher position, moving objects side to side, using upper extremities, back.
• Mental Acuity – ability to make rational decisions through sound logic, deductive reasoning.
• Walking - on foot to accomplish tasks, long distances, or site to site.

Work performed is primarily:

• Sedentary work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

WORK ENVIRONMENT

• Works in an office environment and sits for long periods of time
• May be required to work hours other than the regular schedule including nights, weekends, and holidays.
• Contact with internal and external customers, vendors, outside agencies and the general public

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions described herein. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description