ADMINISTRATIVE ASSISTANT II - STREETS & STORMWATER

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.

• Performs staff assistant duties, actively supporting individuals by gathering specialized information, coordinating office tasks, and providing details on the unit’s services and operations.

• Serves as the office receptionist, providing front-line support.

• Oversees appointment calendars and coordinates scheduling for meetings and appointments.

• Manages incoming calls, screening and directing them to the appropriate departments or personnel.

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

• Oversees and manages departmental Purchase Card transactions and records.

• Assists with budget preparation by inputting data, tracking account balances, and identifying areas for adjustment.

• Creates PowerPoint presentations, documents, and reports as needed.

• Maintain departmental reports and track work as required by the director and support the functions of department managers.

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

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

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

• Manages records retention and supports the preparation and upkeep of departmental records. Conducts research, retrieves records, and performs statistical analysis for data comparison.

• Answers department phone, takes messages, screens callers, and responds to inquiries within scope of authority.

• Manages office and janitorial supply inventory, ensuring adequate stock levels.

• Sorts, prioritizes, and processes department mail promptly.

• Uses word processing software to create and manage letters, reports, forms, schedules, and other documents.

• Assists with department payroll processing.

• 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 accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.

Knowledge, Skills, and Abilities:

• Proficient in business English, spelling, and punctuation for preparing documents and composing letters.

• Knowledge of City policies and procedures.

• Knowledge of basic accounting principles and concepts.

• Knowledge of office procedures and practices.

• Knowledge of the Street’s & Stormwater’s policies, procedures, and practices.

• Proficient in accessing, inputting, and retrieving information using both standard and specialized software.

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

• Strong communication skills, both verbal and written.

• Capable of delivering excellent customer service.

• Efficient in assembling, organizing, and entering data.

• Accurate in performing mathematical calculations.

• Advanced proficiency in operating PCs, keyboards, and typewriters.

Education and Experience:

• High school diploma or possession of an equivalent diploma. 

• Four (4) years of experience involving advanced clerical duties and administrative support.

Certificates and Licenses:

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

• National Incident Management System (NIMS) training will be required according to the job duties and responsibilities within one (1) year of employment. ISO-100 & 200.

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 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.