Administrative Assistant III

The incumbent performs responsible administrative support work in assisting and carrying out the duties and activities of the Finance department. Incumbent is responsible for relieving the Director of Finance of the operational and administrative details and exercises considerable independent judgment within the scope of established policies and procedures. The incumbent exercises discretion and diplomatic skill in explaining policies and working effectively with City personnel, officials, and the public.

• Relieves the Director of Finance and Assistant Finance Director of routine details; handles phone calls and inquiries from citizens and water and sewer customers regarding information about specific problems.
• Researches bond files in response to questions from bond insurers and paying agents; handles and processes all routine correspondence, letters, memos, by drafting appropriate responses.
• Monitors all incoming correspondence for response dates and follows up to see that a response is prepared.
• Schedules appointments; arranges meetings; prepares staff meeting agendas; maintains smooth operations within the office; solves routine problems and answers staff questions.
• Handles difficult and technical correspondence including contracts and legal documents (i.e., ordinances, resolutions, investment and banking contracts, and consultant contracts); maintains accurate records, statistical reports, and Finance department files.
• Handles confidential and sensitive materials with regard to Finance employees and customers.
• Assists with the preparation of the Comprehensive Annual Financial Report, compiling, bookmarking, and publishing the final document for distribution.
• Provides administrative support to the Payroll/Pension Manager which includes typing agendas, notices and applicable materials, and preparation of letters.
• Provides administrative and clerical support to all Finance divisions as needed.
• Distributes incoming mail to applicable Finance staff.
• Monitors and purchases office supplies as necessary.
• Maintains Finance administration filing system.
• Coordinates with accounts payable to process all incoming mail, particularly invoices, to be sorted and distributed to departments city-wide.
• Coordinates administrative record retention for all Finance divisions.
• Performs other duties as assigned.

 
 

• High School Diploma or equivalent (Proof must be uploaded with application).
• Five (5) years of advanced secretarial or administrative assistant experience

 
Licenses, Certifications or Registrations:

• Must possess and maintain a valid Florida driver's license. Applicant who possess an out of state license must obtain a State of Florida driver's license within 10 days of employment.

• Knowledge of the duties, functions, jurisdiction, and responsibilities of the City government.
• Knowledge of procedures, policies, practices, rules and regulations governing administrative functions and their interpretations.
• Knowledge of current office procedures and practices in planning and organizing work to meet goals and objectives.
• Skill in Microsoft Word, Excel, Power Point, and Adobe Acrobat.
• Skill in communication, including proficiency in English, grammar, and sentence structure. Skill in preparing and editing Word, Excel, and Power Point documents.
• Skill in compiling and publishing documents utilizing Adobe Acrobat.
• Skill in operating modern office equipment; such as, calculator, personal computer, typewriter, copier, scanner, and other standard office equipment.
• Skill in making and verifying mathematical calculations.
• Skill in dealing effectively and courteously with City Officials, Department Directors, the public, other agencies, and fellow workers.
• Skill in transcribing dictated or handwritten material.
• Ability to prepare purchase requisitions and perform financial inquiries utilizing an integrated financial software system.
• Ability to type at the rate of 65 correct words per minute.
• Ability to exercise independent judgment and sensitivity on complex and confidential administrative, technical, and secretarial tasks.
• Ability to proofread and have a strong attention to detail.
• Ability to compose effective and accurate correspondence and reports and to deal with non-routine matters without assistance from the supervisor.
• Ability to follow complex written and oral directions.
• Ability to work under pressure and in stressful situations.
• Ability to meet specific deadlines upon demand.
• Ability to maintain a high level of concentration with continual interruptions.
• Ability to be flexible and change job priorities at a moment's notice.
• Ability to see, read, and comprehend writing and computer printouts in English.
• Ability to assemble and distribute documents, including agendas, minutes, comprehensive annual financial reports, bond closing documents with speed and accuracy.

 PHYSICAL DEMANDS:
The work is sedentary work and requires exerting up to 10 pounds of force occasionally and negligible amount of force constantly to move objects. Additionally, the following physical abilities are required: manual dexterity, grasping, hearing, kneeling, mental acuity, reaching, repetitive motion, speaking, standing, talking, and walking.

Salary : $47,278 - $76,502