Administrative Assistant II

Administrative Assistant II

Location: Plant City, FL

Pay rate: $23.15-$37.04

Position Summary:

Performs moderately advanced administrative and office support functions, including the use of desktop applications and multi-line telephone systems. Responsibilities include copying, scanning, filing, archiving, processing division expenditures for payment, managing work orders, and maintaining division records. Provides direct customer service through phone calls, emails, written correspondence, and in-person interactions. Prepares monthly City Manager reports and other departmental documentation, organizes and processes division paperwork, and completes related administrative tasks as assigned. Work is reviewed through written and verbal communication, collaboration, and evaluation of completed outcomes.

Essential Duties and Responsibilities:

The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

· Provide administrative support to the executive administration team for Fire Rescue including calendar management, scheduling, correspondence and executive prioritization.

· Serve as liaison between command staff, city leadership, labor groups, partner agencies and external stakeholders.

· Prepare agendas, reports, presentation, and briefing materials for meetings, public appearances and City leadership related to department expansion, innovation, and future-focused initiatives.

· Draft, edit and distribute internal and external communications, policies, memos, and official correspondence.

· Coordinate interdepartmental communication and ensure timely completion of assigned tasks.

· Assist with the processing of requisitions and purchase orders for department operations.

· Assist with research, data collection, and analysis related to staffing, facilities, apparatus, and community risk reduction.

· Assist with payroll, overtime tracking, and timekeeping.

· Provides back-up for the Fire Rescue Administrative Assistant II.

· Assist with planning department events, ceremonies, promotions, retirements, and community outreach events.

· Maintain executive files, departmental records, and official documentation.

· Assist with policy development revisions, distribution and recordkeeping.

· Support accreditation efforts, audits, compliance reporting, and public record requests.

· Maintains office supplies.

· Performs other job duties as assigned.

Minimum Qualifications:

To perform this job successfully, an individual must be able to carry out each essential duty or responsibility satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities; education and experience; and certificates or licenses required in order to fill the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Knowledge, Skills, and Abilities:

· Proficiency in business writing conventions, including grammar, spelling, and punctuation, to draft, edit, and format professional correspondence and documents.

· Working knowledge of modern office operations, practices, and administrative procedures.

· Strong organizational and multitasking abilities, with the capacity to manage competing priorities effectively.

· Ability to quickly learn, apply, and maintain knowledge of departmental policies, procedures, and workflows.

· Demonstrated ability to build and maintain effective working relationships with internal teams, external partners, and the public.

· Proven discretion and judgment in handling sensitive and confidential information.

· Ability to maintain accurate administrative, fiscal, and general records, retrieve information efficiently, and respond to inquiries using established records.

· Ability to prioritize tasks and adapt in a fast-paced, deadline-driven environment.

· Strong problem-solving skills with the ability to work collaboratively as part of a team.

· High level of attention to detail and commitment to accuracy and quality.

Education and Experience:

· High school diploma or possession of an acceptable equivalent diploma.

· Two years of experience performing administrative duties, including proficient use of a personal computer.

· Experience with Microsoft Office applications.

· Experience using Tyler Munis Financial Software, preferred.

· Experience in public safety, government, or municipal office, preferred.

Certificates and Licenses:

· Must possess and maintain a valid Florida Driver’s License and be insurable by the City’s current insurance carrier.

· National Incident Management System (NIMS) training will be required according to the job duties and responsibilities within one (1) year of employment.

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