ADMINISTRATIVE ASSISTANT II - GENERAL SERVICES

Order Type :

PAY RATE: $20.48/HR

 

Position Summary:

Performs advanced clerical, secretarial, and staff support tasks, including managing office operations, scheduling, and handling correspondence. Proficiently uses Microsoft Word and Excel to create and edit documents, spreadsheets, and reports, while ensuring efficient office workflows and attention to detail. Work is reviewed through oral and written reports, discussion, and results obtained.

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.

• Assists staff and directly supports team members by gathering specialized information, coordinating office tasks,

and providing details about departmental services and operations.

• Serves as the department receptionist, greeting visitors and handling inquiries.

• Manages appointment calendars, scheduling meetings and appointments as needed.

• Receives and screens incoming calls, directing them to the appropriate departments or personnel.

• Takes notes and records minutes during conferences and meetings, ensuring accurate documentation.

• Establishes and maintains specialized office files, organizing letters, reports, and technical documents according to

established protocols.

• Conducts research and retrieves records, performing statistical comparisons of data as needed.

• Prepares and maintains departmental records, ensuring accuracy and up-to-date documentation.

• Creates requisitions in the accounting system for department purchases.

• Receives, reviews, and processes invoices, ensuring proper documentation and approval for payment.

• Utilizes word processing software to draft and process letters, forms, reports, schedules, manuals, booklets, requisitions, purchase orders, and related documents.

• Manages and processes Purchase Card information for General Services/Fleet.

• Orders and tracks janitorial supplies for citywide use.

• Maintains records for all janitorial supplies distributed to various city departments.

• Creates and processes work orders for repairs and maintenance of city buildings, maintaining detailed records of work performed in a tracking spreadsheet.

• Schedules and maintains records for annual inspections and monthly maintenance of all city elevators, fire extinguishers, and fire/security alarm systems.

• Oversees payment processes for various city contracts managed by General Services/Fleet.

• Manages office supplies, ensuring stock levels are maintained.

• Opens, prioritizes, and processes department mail in a timely manner.

• Works with outside vendors to set them up in the City system and ensures their information is accurately maintained.

• Collaborates with other departments to ensure accurate billing by General Services for supplies purchased for city building maintenance and repairs.

• Performs other 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:

• Proficient in English grammar, punctuation, and spelling.

• Familiar with basic mathematics, office procedures, and administrative practices.

• Able to quickly learn and apply departmental policies, procedures, and practices.

• Skilled in building and maintaining positive working relationships with colleagues and the public.

• Proficient in accessing, inputting, and retrieving information from computer systems.

• Experienced in operating office equipment, including copiers, scanners, and typewriters.

• Effective communicator with strong speaking, hearing, and visual skills.

 

Education and Experience:

• High school diploma or possession of acceptable equivalent diploma.

• Two years of experience in secretarial and clerical functions, including proficiency in operating a personal computer and data entry equipment such as a keyboard.

 

Certificates and Licenses:

• Must possess and maintain a valid Florida driver's license and be insurable aby the City’s current insurance provider.

Supervisory Responsibilities:

• N/A

 

 

Job Title

Administrative Assistant II

Pay Grade

18

Class Code

1802

Department	General Services	Hourly Range	$20.48 - $32.77
Reports To	General Services Manager	Salary Range	$42,598.40 - $68,161.60
Revision	November 2024	FLSA	Non-Exempt

 

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

 

Physical Skills	Constant	Frequent	Occasional	N/A
Heavy lifting (45 lbs. and over)			X
Moderate lifting (15 to 44 lbs.)			X
Light lifting (under 15 lbs.)		X
Heavy carrying (45 lbs. and over)				X
Moderate carrying (14 to 44 lbs.)			X
Light carrying (under 15 lbs.)		X
Reaching above shoulder		X
Use of fingers	X
Both hands required	X
Climbing (use of legs and arms)			X
Climbing (legs only)			X
Good near vision	X
Good distant vision	X
Both eyes required	X
Depth perception	X
Distinguishing basic colors				X
Distinguishing shades of colors	X
Good hearing (with or without hearing aid)	X
Straight pulling			X
Pulling hand over hand			X
Pushing			X
Walking			X
Standing			X
Crawling				X
Kneeling			X
Bending			X
Balancing			X
Stooping			X
Jumping				X
Running				X
Throwing				X
Driving (cars, small vans, pick-ups, etc.)			X
Driving & operating (heavy equip., trucks, etc.)				X
Other				X

 

 

Job Title

Administrative Assistant II

Pay Grade

18

Class Code

1802

Department	General Services	Hourly Range	$20.48 - $32.77
Reports To	General Services Manager	Salary Range	$42,598.40 - $68,161.60
Revision	November 2024	FLSA	Non-Exempt

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

 

Environmental Conditions	Constant	Frequent	Occasional	N/A
Work Inside	X
Work Outside			X
In the Heat			X
In the Cold			X
In High Humidity			X
In Dampness or Chilliness			X
In Dry Conditions			X
In or with Noisy Conditions			X
In Darkness				X
In or with Dusty Conditions			X
With Silica, Asbestos, etc.				X
With Fumes or Gases				X
With Smoke or Flames				X
With Chemicals				X
With Solvents				X
With Grease or Oils				X
With Radiant Energy				X
With Electrical Energy				X
On Slippery Surfaces			X
On Uneven Surfaces			X
In or With Moving Objects				X
In or With Ladders/Scaffolding				X
At Heights above Ground Level				X
Below Ground Level				X
In Water				X
With Explosives				X
With Poor Ventilation				X
With Odors				X
With Unusual Fatigue Factors				X
Other Relevant Information:				X

Job Title

Administrative Assistant II

Pay Grade

18

Class Code

1802

Department	General Services	Hourly Range	$20.48 - $32.77
Reports To	General Services Manager	Salary Range	$42,598.40 - $68,161.60
Revision	November 2024	FLSA	Non-Exempt

 

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 the 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 conditions of employment. The City of Plant City has the right to revise this job description at any time.