Administrative Assistant

ADMINISTRATIVE ASSISTANT – PUBLIC WORKS DEPARTMENT

The City of Indian Rocks Beach is seeking an Administrative Assistant for the Public Works Department. This position reports directly to the Public Works Director and is a professional administrative position involved in providing a variety of routine and no-routine clerical, and administrative support services to the Public Works Director and associated employees as well as other divisions and employees as needed. The person in this position acts as a center of communication to keep the Public Works Director informed of on-going activities and developments affecting the efficiency and effectiveness of the Department. The work requires a high level of accuracy, attention to detail and compliance with required completion dates for all assignments and duties, use of independent judgement and initiative within guidelines and procedures established by the Public Works Director.

The essential functions of this position include but are not limited to:

• Answers telephone calls and/or cellular telephone calls. Responds to inquiries from citizens, employees and others; answers questions, assists with problems, and refers, when necessary, to appropriate persons; relays information to employees.
• May prepare work orders, special pick up’s and other similar activities for approval by the Director.
• Prepares forms and composes letters; sets up and maintains specialized office files; files letters, reports, contracts and related technical information in the prescribed manner; assembles information for others use; opens, prioritizes and processes mail.
• Performs basic bookkeeping functions related to invoices, purchase orders and other clerical functions; prepares payment request forms for invoices; verifies accuracy of goods/services received against amount billed; types purchase orders and verifies dollar amount is available in related budget; records in Purchase Order Record Book.
• Places telephone calls on behalf of the Public Works Director and/or other supervisors to schedule appointments, organize activities and other similar purposes.
• Enters and retrieves data from computer; utilizes word processing, spreadsheet, database and graphics software; operates other office machines inherent to the position functions.
• Keeps the Public Works Director informed of all work-related issues and problems that may affect and/or improve the operation of the Public Works Department and the City.
• Keeps files, data, information for the Public Works Department in accordance with established records management policies.
• These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related duties as necessary and consistent with the position.
• Other duties as assigned.

The minimum qualifications for this position include but are not limited to:

• Knowledge of business English, spelling and punctuation, in order to prepare documents and compose letters, etc.
• Knowledge of office practices and procedures.
• Knowledge of mathematics.
• Knowledge of the City’s policies, procedures and practices.
• Ability to establish and maintain effective working relationships with employees and the public.
• Ability to communicate using speaking, hearing and visual skills.
• Skill in the operation of a personal computer, keyboard, mouse and typewriter.
• Ability to use computer software applications including word-processing, spreadsheets and databases.

Minimum of two (2) year’s work experience with a governmental agency involving clerical duties including word processing, spreadsheets and databases is preferred. High school graduation or possession of an acceptable equivalency diploma. A comparable amount of training, education or experience may be considered for the minimum qualifications.

Must possess a valid Florida Driver’s License or the ability to obtain within thirty (30) days of employment.

The starting salary also includes an excellent benefits package. The position will remain open until filled.

Smoke Free/Drug Free Workplace/EOE/VP

APPLICATION PROCESS:

Interested parties must complete an application which can be found under the government tab to employment section on the City’s website at:

www.indian-rocks-beach.com

Please submit the completed application along with a resume and cover letter to:

City of Indian Rocks Beach

1507 Bay Palm Boulevard

Indian Rocks Beach, FL 33785

Job Type: Full-time

Pay: From $48,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Education:

• High school or equivalent (Required)

Experience:

• Customer Service: 2 years (Preferred)
• Government: 2 years (Preferred)
• Clerical: 2 years (Required)

Work Location: In person

Salary : $48,000