Administrative Assistant II

PAY RATE: $23.15/HR + DOQ

Position Summary: The Administrative Assistant II performs advanced clerical, secretarial and staff assistant work which includes the operation of a personal computer. Under general supervision, the incumbent must exercise reasonable initiates and independent judgement in ensuring tht timely, efficieint and effective services are provided to departments, selecting work methods, and performing assigned tasks. Works 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 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 department. Functions as office receptionist.

• Keeps appointment calendars and schedules appointments.

• Receives and screens calls and refers callers to other employees.

• Takes notes and minutes of conferences, meetings and functions as required.

• Prepares forms and composes letters. Sets up and maintains specialized office files. Files letters, reports and related technical information in the prescribed manner.

• Types using computer-based word processing software and processes letters, forms, reports, schedules, manuals, booklets, requisitions, purchase orders and related paperwork. Retrieves data for reports.

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

• Receives, reviews and processes invoices for the department. Creates requisitions in accounting system.

• Prepares payroll weekly for the department.

• Transports small amounts of mail to and from City Hall. Opens, prioritizes and processes department mail.

• 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/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 English grammar, punctuation and spelling.

• Knowledge of mathematics, office practices and procedures.

• • • Ability to gain knowledge of the department’s policies, procedures and practices.

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

    • Ability to access, input and retrieve information from a computer.

    • Ability to operate a copy/scanner machine and typewriter.

    • Ability to communicate using speaking, hearing and visual skills.

Education and Experience:

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

• Two years of experience involving secretarial/clerical duties, including the operation of a personal computer, keyboard, or similar data entry equipment.

• A combination of education, training, and experience may be substituted at the City Manager’s discretion.

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.

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