Administrative Assistant I

ADMINISTRATIVE ASSISTANT I

Administrative Assistant I

Classification Title: Administrative Assistant I
Department: Parks & Recreation
Pay Grade: 8
FLSA Status: Non-Exempt
General Statement of Job
Under direct supervision, performs routine clerical work in support of the Department. Work involves processing information/documentation, performing data entry, typing/preparing documents, answering telephone calls, providing customer service, and maintaining files/records. This position may involve assisting in various administrative functions essential to the operations of the Department/Division.
Specific Duties and Responsibilities
Essential Functions:
Provides clerical support for the Department/Division; processes documentation associated with operations within designated timeframes and established procedures.
Answers telephone calls and greets visitors; determines the nature of business, directs callers/visitors to appropriate personnel, and relays messages; responds to requests for assistance and provides information on programs and services.
Performs customer service functions in person, by telephone, or by email; assists the public with inquiries regarding services, activities, registration forms, procedures, and fees; responds to routine questions, researches problems, and initiates problem resolution.
Assists in the collection of fees for various programs and services; records transactions and issues receipt as necessary; opens, closes, and balances cash drawer.
Performs data entry functions by entering participant information, registration data, and other relevant data into the computer system; verifies accuracy of entered data and makes necessary corrections.
Maintains and updates schedules for programs, events, and facility use; communicates changes and confirmations with staff and the public.
Assists in preparing and distributing promotional materials.
Operates a computer and various office equipment, such as printers and copiers; performs basic maintenance and troubleshooting of office equipment.
Maintains an organized filing system for records related to programs, registrations, and correspondence; retrieves and disposes of documents as needed, ensuring confidentiality.
Communicates with supervisors, employees, other departments, and community members to coordinate work activities and provide information as needed.
Performs general clerical tasks, including making copies, sending/receiving faxes, filing documentation, and processing incoming/outgoing mail.
Maintains neatness and cleanliness of front desk, hallways, activity areas and entrances to the facility. May perform facility custodial work as needed.
Provides assistance to other employees or departments as needed.
Additional Job Functions
Assists with event set-up and break-down and the daily management of programs, events.
Administer basic first aid as needed.
Performs related duties as required.
Minimum Education and Training
High school diploma or GED; supplemented by one (1) year previous experience or training involving general office work, customer service/reception work, data entry, personal computer operations, and/or experience in area of assignment; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must possess and maintain a valid State of Florida Driver's License as required. Must also possess CPR/AED/First Aid certifications, and have the ability to obtain within 6 months of hire. Must possess or obtain the most current FEMA 100, 200, and 700 Incident Command System certifications within 6 months of appointment to the job. May require possession and maintenance of valid State of Florida Notary Public certification.

Minimum Qualifications and Standards Required
Skill Requirements:
Has general knowledge of the policies, procedures, and activities of the City and of departmental practices as they pertain to the performance of duties relating to the position of Administrative Assistant I. Has knowledge of the practices and procedures associated with clerical/general office work. Has considerable knowledge of modern office practices, methods, and procedures. Has knowledge of the operation and maintenance of office equipment typically utilized within the position. Has considerable knowledge of guidelines for proper document formatting, spelling, punctuation, and grammar in business communications. Has comprehensive knowledge of the terminology, principles, and methods utilized within the department.
Knows how to keep abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities. Has knowledge of the laws, ordinances, standards, and regulations pertaining to specific duties and responsibilities of the position. Has the ability to comprehend, interpret, and apply laws, regulations, procedures, and related information.
Is able to effectively communicate and interact with supervisors, members of the general public, and all other groups involved in the activities of the department. Has the ability to plan, organize, and prioritize daily assignments and work activities. Is able to use independent judgment and work with little direct supervision as situations warrant. Is able to assemble information and make written reports and documents in a concise, clear and effective manner.
Has the mathematical ability to handle required calculations. Is able to read, understand, and interpret departmental documentation, reports, and related materials. Is knowledgeable and proficient with computers and software programs typically used in the position. Is able to type and perform data entry accurately and with appropriate speed.
Physical Requirements:
Must be physically able to operate a variety of office machines, tools and equipment, such as a personal computer, printer, scanner, telephone, cash register, and general office equipment. Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.
Responsibilities:
Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts with all City departments/divisions, co-workers, and the general public.
Maintains effective and efficient output of all duties and responsibilities as described under "Specific Duties and Responsibilities."
Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, City policy, standards, and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human, and conceptual areas.
Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations, and alternatives before exercising judgment.
Working Conditions:
Works primarily in an office environment.
Other:
It is understood that every incidental duty connected with operations enumerated in the job description is not always specifically described, and employees, at the discretion of the City, may be required to perform duties not within their job descriptions.

Type : INTERNAL & EXTERNAL

Posting Start : 10/25/2024

Posting End : 12/31/9999

MINIMUM HOURLY RATE: $16.44