Public Works Administrative Assistant

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JOB SUMMARY

This is a varied and advanced secretarial and administrative position as Assistant to the Director of Public Works. Perform routine administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers or visitors. Work will be performed with considerable independence and must be capable of carrying on many varied tasks without direct supervision. This role routinely uses office equipment such as computers for various applications, phones, photocopiers, filling cabinets and fax machines. Work is performed and reviewed under the general supervision of the Director of Public Works for specific instructions.

ESSENTIAL JOB FUNCTIONS

• Dictate and type correspondence and other material.
• Arrange schedules, meetings and other travel arrangements.
• Prepare and submit a variety of reports for the preparation of monthly financial statements.
• Maintain lease agreements for tenants of airport hangars.
• Prepare and send monthly statements.
• Receive and deposit rental payments.
• Prepare and submit invoices and other pertinent documentation to State and Federal agencies.
• Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
• Maintain records for control of all department and division budgets.
• Process all purchase order requests and prepares purchase orders for proper distribution.

QUALIFICATIONS

Education, Training and Experience: Five (5) years' experience of office background, including office management. Two-year degree in Business or related field preferred; Experience with word processing, spreadsheets and internet research; or any combination of training, education, or experience which provides the required knowledge, skills, and abilities.

Special Requirements:

• Valid Driver License.
• Obtain Florida Notary Public within three (3) months of date of hire.

Knowledge, Skills, and Abilities:

• Thorough knowledge of modern office practices and procedures, business English spelling, punctuation and math.
• Knowledge and skill in operation of standard office equipment.
• Computer knowledge and proficiency in MS Office.
• Ability to follow and understand oral and written instructions in English.
• Ability to communicate effectively both orally and in writing in English.
• Ability to manage time effectively.
• Ability to maintain effective working relationships with other employees.
• Ability to deal effectively with the public in processing customer request and complaints and coping with extreme cases of human behavior.
• Must be able to supervise other office personnel.
• Ability to deal with the public in an effective and courteous manner.
• Must have considerable knowledge to read and understand City Codes, Ordinances, Policies, and Procedures.
• Basic knowledge of state mandated codes and standards, permitting and contractor licensing as they relate to utilities and building code requirements.

PHYSICAL DEMANDS

• Sedentary work: position requires frequent sitting.
• Exerting up to 10 pounds of force occasionally and/or small amount of force to lift, carry, push, pull or otherwise move objects.
• Climbing: Descending and ascending stairs between upper and lower floor.
• Finger Dexterity: Picking up, typing, or otherwise working primarily with fingers rather than with whole hand as in handling.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction.
• Visual Acuity: With or without correction. Have close visual acuity to perform and activity such as: preparing and analyzing data and figures; viewing computer monitor and extensive reading; determine the accuracy, neatness and thoroughness of the work assigned or to make general observations.
• Repetitive motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Talking: Expressing or exchanging ideas by means of the spoken work including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly and quickly.
• Walking: Moving about to accomplish tasks.

Job Type: Full-time

Pay: From $15.68 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person