Administrative Assistant II

Salary: $18.45 - $27.68 Hourly
Location : Seminole Recreation Center, FL
Job Type: Full-Time
Job Number:
Department: Recreation
Opening Date: 05/05/2025

Description

The Administrative Assistant plays a vital role in the Recreation Department. This position is responsible for reconciling daily deposits, records retention, processing purchase orders, and using both Recreation and Financial software to prepare reports. This position is also responsible for providing customer service and performing a variety of administrative and clerical duties.

Under minimal supervision, the administrative assistant performs technical work in multiple administrative functional areas in support of the Department/Division Head. Performs and monitors administrative activities, while ensuring compliance with established Departmental/Divisional and/or City operational policies and procedures. Performs a wide range of assignments independently using standard methods and techniques of the field and within the established deadlines. The assistant must be capable of assessing situations accurately and taking the effective action. Maintains information in a logical and easily accessible manner. Utilizes excellent communication skills when interacting with the public in order to provide prompt and efficient customer service. Establishes and maintains effective working relations with coworkers, supervisors, other departments/offices, and outside agencies. Communicates effectively both verbally and in writing. The administrative assistant serves as a confidential employee. The scope and degree of responsibility requires a good knowledge of the entire City organization and a thorough knowledge of the specific Department/Division assigned During local emergencies, this position may be required to perform emergency tasks which may result in extended work hours and long periods of time away from family members.
Examples of Duties

Essential Position Functions for all Departments/Divisions:

• The specific functions for this position vary depending on the assigned Department/Division.
• Types, copies, and distributes various Departmental/Divisional reports.
• Maintains various Departmental/Divisional and/or City records, plans, reports, and documents.
• Updates filing systems; Archives and prepares documents for destruction per the City of Seminole Records Retention schedule and State requirements.
• Greets the public in a courteous manner, both in person and on the telephone, and answers questions and provides information as appropriate.
• Handles incoming and outgoing mail, uses postage meter, distributes mail to the appropriate individuals and/or appropriate sections of the Department/Division; signs for incoming packages and sends packages via UPS, Fed-Ex or another agency.
• Coordinates travel reservations; assists with arrangement for airfare, hotel accommodations, transportation and parking. Prepares city travel request and reimbursement forms as needed.
• Completes special projects requiring research and compilation of data and information on a variety of topics. Ensures that requests for action or information are completed or referred to the appropriate staff member or department head.
• Acts as a liaison between the Department/Division Heads and other City employees by providing assistance and responding to questions.
• Composes letter, forms and documents using Word; Creates spreadsheets using Excel; Creates presentations, databases or newsletters utilizing PowerPoint, Publisher or Visio software; Design forms utilizing Adobe Acrobat.
• Create purchase requisitions and purchase order; run budget reports in Tyler financial software program.
• Makes purchases and processes invoices for payment by ensuring expenditures and receipts are coded for payment in compliance with funding source restrictions and tracking requirements using the Tyler finance software program.
• Demonstrates thorough knowledge of Departmental/Divisional policies and procedures and the City's personnel policies and procedures.
• Strives to maximize effective communication between assigned personnel, other employees throughout the City, and the general public.
• Performs other job-related duties that are consistent with the assigned Department/Division responsibilities.
• Identifies issues with administrative workflow after understanding and evaluating them and recommend alternative administrative processes that will maximize efficiency within the department.
• Composes correspondence, reports and other materials requiring independent judgment as to content, accuracy and completeness.
• Proof reads outgoing communication and correspondence to ensure conformance with spelling, grammar, punctuation and administrative policy.
• Orders office supplies, maintains supply inventory and is responsible for maintenance of office equipment.
• Assist with yearly budget preparation and management.
• Research and purchase supplies and equipment utilizing assigned City VISA purchase card as directed by Department Head; reconcile monthly statement.
• Provide application software assistance, assists users in recovering from operator errors (such as unintentional deletions, accidental format changes, or incorrectly saved files).
• Assists in training new and/or temporary staff in office policies, procedures and processes.
• Work with IT to ensure documentation is ADA compliant.

Essential Position Functions for Recreation Department:

• Reconciles daily cash receipts to a general ledger report; submits reports to the Finance Division.
• Become proficient in recreation software to assist with activity input, correct data entry, and various other software-based tasks. Communicate with software company to trouble shoot common errors for Department.
• Maintain the Department's Petty Cash.
• Coordinate Recreation personnel inventory list (keys assigned, uniforms, p-card ect)
• Collects funds for various purposes such as memberships, activity, rental fees, and all revenues received through the mail; prepares the appropriate receipts for customers and the Finance Division.
• Understanding of office management and cash handling procedures.
• Prepare and process purchase orders and purchase requisitions, coding them with appropriate accounting codes for the Director's approval.
• Maintains and inventories office supplies; responsible for oversight of copier maintenance.
• Processes payroll for the assigned Department/Division personnel and contracted instructors.
• Prepares and publishes various marketing materials such as flyers, brochures, newsletters, and press releases.
• Strives to maximize effective communication between assigned personnel, other employees throughout the City, and the general public.
• HR Activities - Processes pre-hire employment documents of seasonal and year-round staff, set up interviews and other HR related task as needed.
• Ability to effectively communicate, both orally and in writing.
• Performs other job-related duties consistent with the assigned Department/Division responsibilities.
• Collects and maintains minutes for Office Staff and Board meetings.
• Maintains Front Office supplies and equipment including card printer.

Qualifications

Licenses, Certifications, or Registrations:
Possession of a valid Florida driver's license. State of Florida Notary certification (preferred).

Required Skills/Abilities:
High school graduation or possession of an accepted equivalency diploma required. Advanced training in business or Associate Degree in Business Administration or Office Managementpreferred. Minimum of four (4) years advanced administrative experience, with prior work experience as direct staff support to executive level personnel in government/public sector employment. Knowledge of office management principles, methods, and procedures to complete work assignments. Highly proficient in relevant computer software applications including Work, Excel, Outlook, PowerPoint, Publisher, Adobe Acrobat, Access, Laser Fische and other similar applications. Ability to work independently as well as in a team environment. Excellent interpersonal skills; Ability to remain professional when dealing with internal and external customers; ability to adjust to a diverse working environment especially during emergency situations. Has the ability to handle sensitive information in a confidential and discrete manner. Has the ability to prepare clear and concise correspondence, memorandums, reports, and other documents as required. Ability to maintain accuracy and attention to detail. Must be capable of dealing with a variety of citizens in a professional, cheerful, and effective manner and conveying the pertinent information to the appropriate City officials. Knowledge of business English, spelling, and punctuation. Highly organized and the ability to manage time effectively.

Physical Requirements:
Ability to effectively communicate, both orally and in writing. Ability to use a computer and other standard pieces of office equipment. Ability to sit for long periods, bend, stoop, lift up to twenty (20) pounds, distinctly manipulate small objects.
Working Conditions:
Performs administrative work in an office environment.
Supplemental Information

Reasonable accommodations may be made to enable fully qualified applicants with disabilities to perform these essential functions . click apply for full job details