Sr. Administrative Assistant

CITY OF PORT ORANGE; Florida; On-site; USD 38,000 - 52,000; Full time

Job summary

City of Port Orange is seeking a highly responsible clerical professional to relieve officials of specialized clerical and secretarial tasks and minor administrative duties. The role includes assisting the Department Head, handling mail, scheduling, travel, and basic bookkeeping; addendum outlines department-specific responsibilities.

This position is part of the Emergency Management Team and may incur additional duties during emergencies.

Qualifications

• High school diploma or GED.
• Five years related experience and/or training.
• Valid Florida Driver’s License.
• Knowledge of modern office practices and procedures.
• Ability to read, analyze, and interpret work related documents.
• Ability to communicate both orally and in writing.
• Computer skills, including word processing, spreadsheets, etc.
• Organizational Skills.
• Time management skills.

Responsibilities

• Provides clerical and administrative assistance to the Department Head.
• Reads and routes incoming mail.
• Composes, types, and edits routine correspondence and statistical reports independently.
• Transmits orders and instructions with the authority of the supervisor.
• Maintains some accounting, payroll, and other department bookkeeping records.
• Processes purchase orders.
• Files correspondence and other records.
• Answers telephone and give information to callers or route calls to appropriate officials and place outgoing calls.
• Schedules appointments for Department Head.
• Greets visitors, ascertains nature of business, and conducts visitors to appropriate person.
• Arranges travel schedules and reservations.
• Makes copies of correspondence or other printed matter.
• Prepares outgoing mail.
• Administers the credit card purchasing policy.

Skills

Clerical tasks

Office administration

Time management

Attention to detail

Education

High school diploma or GED

Five years related experience

Valid Florida Driver’s License

Tools

Word processing

Spreadsheets

Job description

This is a highly responsible clerical position responsible for relieving officials of difficult and specialized clerical and secretarial work and minor administrative and business details. See addendum for additional department specific responsibilities.

Those functions actually required to perform this position, the removal of which would fundamentally change the job. These are intended only as illustrations of various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Provides clerical and administrative assistance to the Department Head.
• Reads and routes incoming mail.
• Composes, types, and edits routine correspondence and statistical reports independently.
• Transmits orders and instructions with the authority of the supervisor.
• Maintains some accounting, payroll, and other department bookkeeping records.
• Processes purchase orders.
• Files correspondence and other records.
• Answers telephone and give information to callers or route calls to appropriate officials and place outgoing calls.
• Schedules appointments for Department Head.
• Greets visitors, ascertains nature of business, and conducts visitors to appropriate person.
• Arranges travel schedules and reservations.
• Makes copies of correspondence or other printed matter.
• Prepares outgoing mail.
• Administers the credit card purchasing policy.
• Performs related work as required. These additional duties may be representative of tasks typically performed by those in a lesser or more advanced job grade.

This position is part of the City’s Emergency Management Team and, as such, shall be expected to perform all duties that are assigned during an emergency management operation. Any additional compensation, above the normal weekly salary, shall be outlined by the City Manager in the City’s Emergency Management Activation and Emergency Declaration.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

• High school diploma or General Education Degree (GED).
• Five (5) years related experience and or training
• Certifications, Licenses, and Registrations
  • Valid Florida Driver’s License.
• Knowledge of modern office practices and procedures.
• Knowledge of responsibilities and nature of confidential administrative work.
• Ability to read, analyze, and interpret work related documents.
• Ability to communicate both orally and in writing. Ability to comprehend and apply principles of mathematical concepts as applied to this position.
• Ability to follow and interpret instructions furnished in written and oral format.
• Computer skills, including experience in software applications appropriate to this position such as word processing, spreadsheets, etc.
• Organizational Skills.
• Time management skills.

City of Port Orange is an Equal Opportunity, Drug-Free Workplace (DFWP) employer and provides reasonable accommodations under the ADA. Pursuant to Florida Statute Chapter 295, Veterans' Preference is given to eligible applicants; valid documentation (DD-214) must be submitted by the closing date.