ADMINISTRATIVE ASSISTANT II

PAY RATE: $20.48/HR

Position Summary: Performs advanced clerical, secretarial and staff assistant work which includes complex work methods under supervision of the Chief Financial Officer. This position has extensive contact with citizens, business and professionals in the City of Plant City and other departments as well as other public entities and municipalities.

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.

• Performs duties of a staff assistant nature and participates directly in the work of the individual(s) supported. Secures details of specialized information, coordinating office work and providing information regarding the services and operation of the unit. Functions as office receptionist.

• Prepares reports and statistical data independently. Maintains a broad working knowledge of rules, regulations, and procedures of the department.

• Prepares forms and composes letters and correspondence. Sets up and maintains specialized office files. Files letters, reports, and related technical information in the prescribed manner. Assembles information for others’ use. Opens, prioritizes, and processes mail.

• Receives and time stamps all bids hand delivered to Procurement.

• Processes letters, forms, reports, schedules, manuals, booklets, requisitions, invoices, purchase orders, and related paperwork. Enters data into computer containing technical terminology.

• Maintains spreadsheet record of all State and County tax funds received by the City.

• Enters data into general billing module and retrieves data for reports.

• Responsible for creating, entering, and receiving on all purchase requisitions and purchase orders for the department in the financial system.

• Maintains City bond files and spreadsheet.

• Coordinates records retention. Assists in the preparation and maintenance of department records. Performs research and retrieval of records. Conducts statistical comparisons of information.

• Reviews bank reports confirms deposits daily, which include utility billing, over-the-counter credit cards, online credit cards, online building permits, ACH, Wires, and RPPS to ensure they are correctly recorded, receipted, and posted. Works closely with Accountant II regarding discrepancies.

• Maintains log of bank deposit tickets from all departments and reorders from the bank.

• Maintains petty cash box and disbursements as authorized by CFO. Maintains and reconciles petty cash.

• Coordinates requests for information regarding liens between code enforcement, City Clerk, and building department. Prepares payoff requests, as needed.

• Answers questions regarding business tax applications in absence of the Business Tax Clerk. Assists with renewal payments.

• Responds to all inquiries from the public and directs to the appropriate department.

• Answers department phone; taking and relaying messages; greets and screens callers and answer questions within scope of authority and training. Notifies each department.

• Responsible for ordering and maintaining office supplies and department forms.

• Collects payments for Accounts Receivable and Cemetery customers.

• Monitor monthly count of all approved liens, paid liens, and cemetery payments over the counter.

• Reviews for accuracy all travel expense forms prior to submission to CFO.

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/or 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:

• Knowledge of business English, spelling, and punctuation to prepare documents and compose letters.

• Knowledge of City policies and procedures.

• Knowledge of basic accounting principles and concepts.

• Knowledge of office procedures and practices.

• Knowledge of the Finance Department’s policies, procedures, and practices.

• Ability to access, input and retrieve information from a computer utilizing standard and specialized software.

• Ability to gain knowledge of Laserfiche software for storing and retrieving data.

• Ability to establish and maintain effective working relationships with employees and the public.

• Ability to communicate both orally and in writing.

• Ability to provide effective customer service.

• Ability to assemble, organize and enter data.

• Ability to perform mathematical calculations accurately and rapidly.

• Advance skill in the operation of a PC, keyboard, and typewriter.

Education and Experience:

• High school diploma or possession of an acceptable equivalency diploma.

• Four (4) years of experience involving advanced clerical duties, including the operation of a personal computer, keyboard, or similar date entry equipment.

Certificates and Licenses:

• Must maintain a valid Florida Driver’s license and be insurable by the City’s current insurance provider.

Supervisory Responsibilities:

• N/A

Essential Physical Abilities:

Code: Constant = 2/3 or more of the time Frequent = from 1/3 to 2/3 of the time Occasional = up to 1/3 of the time N/A = Not applicable

Environmental Conditions:

Code: Constant = 2/3 or more of the time Frequent = from 1/3 to 2/3 of the time Occasional = up to 1/3 of the time N/A = Not applicable

Emergency Responsibilities:

In the event of an emergency or disaster, an employee may be required to respond promptly to duties and responsibilities as assigned by the employee’s department, Emergency Management or City Administration. Such assignments may be before, during or after an emergency/disaster.

Disclaimers:

This job description is not intended to, and does not, constitute an offer of employment or a contract for employment or the terms and condition of employment. The City of Plant City has the right to revise this job description at any time.