Senior Administrative Assistant - Utilities

Description

The City of Fort Myers strives to be an employer of choice and most of our employees turn jobs into long term careers. The salary shown in the job description is the full range for this position from entry to later career.

NEW EMPLOYEES ARE HIRED AT, OR NEAR THE ENTRY POINT SHOWN, DEPENDING ON QUALIFICATIONS AND RELEVANT EXPERIENCE.

FLSA Status: Non-Exempt Safety Sensitive: NO Level II Screening: NO

Under the general direction of the designated supervisor, the incumbent is responsible for organizing and coordinating departmental activities and provides administrative support for the department head. The incumbent performs highly responsible administrative work, including implementation and management of projects, programs and special events for the department. This position is responsible for handling tasks related to budget and fiscal operations, all aspects of procurement, payroll, performance evaluations, special projects, and providing administrative assistance to the department head.

Carries out supervisory responsibilities in accordance with the City's policies and applicable laws. Responsibilities include planning, assigning, and directing work, addressing complaints, completing performance evaluations, and resolving problems.

Responsibilities And Reporting During An Emergency Situation

Essential Employees may be required to work during a declared emergency. Depending on the nature of the emergency, this may require working around the clock for several days on short notice.

Non Essential Employees will not be required to work during a declared emergency. The employee's Department Head will determine when the employee will be required to work.

Duties/Responsibilities

• Oversees and evaluates the performance of assigned personnel.
• Provide information and assistance to the public in a courteous manner and with sensitivity to the diversity of a multicultural clientele.
• Resolve questions and complaints within scope of information and refer to others, as appropriate.
• Responsible for supervising and directing day-to-day and activities of subordinate personnel.
• Responsible for assigning work, training, and evaluating work performance; responsible for the overall operation of assigned area.
• Assist in the preparation of the budget.
• Monitor department expenditures and reconcile with budget.
• Implements special projects as assigned.
• Prepare, transcribe, and distribute letters, memorandums and/or other correspondence.
• Implement organizational and/or procedural changes affecting administrative office activities.
• Prepare and manage annual and monthly vacation calendars, pre-approve leave requests prior to Supervisor approval to ensure staff coverage.
• Process (bi-weekly) payroll and overtime approval forms and prepare bi-weekly timesheets.
• Ensure the accurate and timely printing of department reports, records, and correspondence.
• Attend meetings on behalf of the director/department head.
• Oversee the use of procurement cards, payroll and other bookkeeping functions.
• Responsible for coordination efforts to fulfill contractual agreements between the City and outside contractors/vendors.
• Responsible for providing assistance in the absence of department staff members.
• Establish and maintain a working environment conducive to positive morale, individual style, quality, creativity, and teamwork.
• Maybe responsible for maintaining information on City Link
• Drives a city vehicle as needed
• This position requires regular and reliable attendance and the employee's physical presence at the workplace
• Performs other duties as assigned.
  
  

When Assigned To PW Administration

• Accreditation Administration
• Administers the Citizen Response System
  
  

Knowledge, Skills And Abilities

• Proficient in the use of word processing, spreadsheet, database and presentation software.
• Ability to establish and maintain effective working relationships.
• Ability to operate necessary equipment, including computer, printer, copier, facsimile machine, and calculator.
  
  

Minimum Requirements

• Associates Degree in Business or Public Administration or related field. Experience and/or training that provides the required knowledge, skills, abilities and essential job functions may be substituted for the degree.
• Three (3) years of progressively responsible office management or related work experience.
• Requires FL Driver's License with acceptable driving record.
  
  

Physical Demands and Working Conditions

This work typically requires the following physical activities to be performed.

• Balancing – maintain equilibrium to prevent falling while walking, standing, or crouching.
• Climbing – ascending, descending ladders, stairs, ramps, requires body agility.
• Reaching – extending hands or arms in any direction.
• Repetitive Motion – substantial movements of wrists, hands, fingers.
• Speaking – expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.
• Standing – for sustained periods of time.
• Stooping – bending body downward, forward at waist, with full motion of lower extremities and back.
• Talking 1- expressing ideas by spoken word
• Crouching – bending body forward by bending leg, spine.
• Feeling – perceiving attributes of objects by touch with skin, fingertips.
• Fingering – picking, pinching, typing, working with fingers rather than hand.
• Grasping – applying pressure to object with fingers, palm.
• Handling – picking, holding, or working with whole hand.
• Hearing 1 – perceiving sounds at normal speaking levels, receive information.
• Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading.
• Visual Acuity 2 - color, depth perception, field of vision.
• Visual Acuity 3 - determine accuracy, neatness, observe facilities/structures.
• Visual Acuity 4 - operate motor vehicles/heavy equipment.
• Kneeling – bending legs at knee to come to rest at knees.
• Lifting – raising objects from lower to higher position, moving objects side to side, using upper extremities, back.
• Mental Acuity – ability to make rational decisions through sound logic, deductive reasoning.
• Walking - on foot to accomplish tasks, long distances, or site to site.
  
  

Work Performed Is Primarily

• Sedentary work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
  
  

WORK ENVIRONMENT

• Works in an office environment and sits for long periods of time
• May be required to work hours other than the regular schedule including nights, weekends, and holidays.
• Contact with internal and external customers, vendors, outside agencies and the general public
  
  

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions described herein. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Full-time Regular City Employee Benefits

• Health Insurance (Florida Blue)
• City paid employee coverage. HMO or PPO plans are available. Dependents can be added, Employee pays 30% of premium. Premium deductions are taken pre-tax.
• Basic Life Insurance (USAble Life)
• City paid. The benefit is equal to 1x the annual base pay, rounded to the nearest $1000.00.
• Optional Vision Insurance (VSP)
• Employee-paid insurance is available at group rates, and family plans are available to employees. Premium deductions are taken pre-tax.
• Optional Dental Insurance (Humana)
• Employee-paid insurance is available at group rates, and family plans are available to employees. Premium deductions are taken pre-tax.
• Supplemental Insurance
• Employees may purchase various types of supplemental insurance (life, AFLAC) at group rates through payroll deduction.
• Pension Plan (General) Administered by Resource Centers
• Pension Plan (Police and Fire) administered by Foster & Foster
• 401(a) (Mission Square)
• Certain management positions can opt out of the General Pension into a 401(a).
• Roth IRA (Mission Square)
• Offered through payroll deduction.
• Disability (USAble Life)
• Employee paid short & long-term disability insurance.
• Leave Time (Sick, Vacation)
• Paid Holidays
• City recognizes 13 holidays which include: New Year's Day, Martin Luther King Jr. Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veteran's Day, Thanksgiving Day, Friday after Thanksgiving Day, Christmas Day, Birthday Holiday and Floating Holiday.**Birthday and Float after 1-year of service.
• Deferred Compensation Programs (Mission Square) OR (Nationwide )
• Tax-deferred savings plan available for retirement purposes. Employee-only contributions.
• Flexible Spending Accounts
• Employees can elect to use pre-tax dollars to cover un-reimbursed medical or dependent daycare expenses.
• Payroll Direct Deposit
• Available to any banking institution or credit union. Suncoast Federal Schools Credit Union membership is available to City employees.
• Employee Assistance Program (ESI)
• City-paid availability to licensed professional counselors for non-work related personal issues with 100% confidentiality.
  

Please note: Benefits do not apply to On-Call, Temporary, or Seasonal positions. Insurance Benefits only apply to regular Full-time positions.

01

Do you currently possess a minimum of an Associate's Degree or higher in Business or Public Administration or related field AND three years of experience in office management or related work; OR an equivalent combination of education, experience, and/or training that provides the required knowledge, skills, and abilities?

• Yes
• No
  
  

02

If the answer is Yes to question #1, please explain. If you answered "No" please enter "n/a".

03

Do you currently possess a valid Driver's License with acceptable driving record?

• Yes
• No
• Required Question