Administrative Assistant - Public Works

A skilled administrative assistant responsible for providing comprehensive support to the Senior Executive Assistant and Director, and Supervisors as needed. This role performs a wide range of administrative duties and requires the ability to work efficiently with minimal supervision.Essential FUNCTIONS AND DUTIES include the following.  Other duties may be assigned as dictated by operational necessity.

•  Provide professional phone support by answering calls, addressing inquiries, and directing callers to the appropriate staff.

• Greet and assist visitors, ensuring they are directed to the correct individuals or departments.

• Manage multiple responsibilities efficiently while maintaining an organized and orderly workspace.

• Demonstrate exceptional attention to detail, ensuring accuracy in data entry, document preparation, and related administrative tasks.

• Draft, edit, and proofread clear and effective correspondence, directives, and bulletins as needed.

• Maintain and oversee the department’s filing system in coordination with Records Retention requirements.

• Deliver general office support, including completing administrative tasks, managing office supplies, and assisting staff as needed.

• Create and process work requests for Public Works Department divisions when required.

• Schedule, arrange, and coordinate meetings as requested.

• Operate various office equipment essential to administrative operations.

• Communicate with citizens in person, by phone, and via email regarding complaints or service requests, providing accurate information and ensuring appropriate follow-up.

• Keep the supervisor informed of any issues or developments that may affect office operations or decision-making.

• Use office software—including Microsoft Office, databases, and other relevant technologies with proficiency.

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. Instead of certain requirements listed below, the Employee may accrue or acquire certain specified time in service, specialized skills, and/or certifications, thereby qualifying for this position through the City’s career progression policy.
KNOWLEDGE / SKILLS / ABILITIES:

• Provide professional phone support by answering calls, addressing inquiries, and directing callers to the appropriate staff.
•  Greet and assist visitors, ensuring they are directed to the correct individuals or departments.
•  Manage multiple responsibilities efficiently while maintaining an organized and orderly workspace.
•  Demonstrate exceptional attention to detail, ensuring accuracy in data entry, document preparation, and related administrative tasks.
•  Draft, edit, and proofread clear and effective correspondence, directives, and bulletins as needed.
•  Maintain and oversee the department’s filing system in coordination with Records Retention requirements.
•  Deliver general office support, including completing administrative tasks, managing office supplies, and assisting staff as needed.
•  Create and process work requests for Public Works Department divisions when required.
•  Schedule, arrange, and coordinate meetings as requested.
•  Operate various office equipment essential to administrative operations.
•  Communicate with citizens in person, by phone, and via email regarding complaints or service requests, providing accurate information and ensuring appropriate follow-up.
•  Keep the supervisor informed of any issues or developments that may affect office operations or decision-making.
•  Use office software—including Microsoft Office, databases, and other relevant technologies—with proficiency.

EDUCATION, EXPERIENCE, LICENSES, AND CERTIFICATIONS:

• Graduation from high school, or a GED from a properly accredited institution of learning.  An associate’s degree in office sciences or a related field is highly desired but not required.
• Four (4) years of administrative experience in a reasonably fast-paced office environment.
• Any combination of education and experience that provides the requisite mental and communication skills.
• Notary Public or the ability to acquire a Notary Public's certification is required.

Supervisory Responsibilities:

• None

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

Physical Skills	Constant	Frequent	Occasional	N/A
Heavy lifting (45 lbs.. and over)				X
Moderate lifting (15 to 44 lbs.)			X
Light lifting (under 15 lbs.)		X
Heavy carrying (45 lbs. and over)			X
Moderate carrying (14 to 44 lbs.)			X
Light carrying (under 15 lbs.)			X
Reaching above shoulder		X
Use of fingers	X
Both hands required	X
Climbing (use of legs and arms)				X
Climbing (legs only)				X
Good near vision	X
Good distant vision	X
Both eyes required	X
Depth perception		X
Distinguishing basic colors	X
Distinguishing shades of colors	X
Good hearing (with or without hearing aid)	X
Straight pulling	X
Pulling hand over hand				X
Pushing				X
Walking				X
Standing		X
Crawling		X
Kneeling				X
Bending		X
Balancing		X
Stooping				X
Jumping			X
Running				X
Throwing				X
Driving (cars, small vans, pick-ups, etc.)				X
Driving & operating (heavy equip., trucks, etc.)				X
Other

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

Environment	Constant	Frequent	Occasional	N/A
Work Inside	X
Work Outside			X
In the Heat			X
In the Cold			X
In High Humidity				X
In Dampness or Chilliness				X
In Dry Conditions		X
In or with Noisy Conditions			X
In Darkness				X
In or with Dusty Conditions				X
With Silica, Asbestos, etc.				X
With Fumes or Gases				X
With Smoke or Flames				X
With Chemicals			X
With Solvents				X
With Grease or Oils				X
With Radiant Energy				X
With Electrical Energy				X
On Slippery Surfaces				X
On Uneven Surfaces				X
In or With Moving Objects				X
In or With Ladders/Scaffolding				X
At Heights above Ground Level				X
Below Ground Level				X
In Water				X
With Explosives				X
With Poor Ventilation			X
With Odors				X
With Unusual Fatigue Factors			X
Other Relevant Information:

Disclaimers:  
All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.  Individuals who cannot perform some of the requirements because they pose health or safety risks to themselves or other employees may be excluded from this position.
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position.  Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by this supervisor.
Requirements are representative of minimum levels of knowledge, skills and/or abilities or aptitudes to perform each duty proficiently.
This document does not create an employment contract, implied or otherwise.
EMERGENCY RESPONSE STATEMENT:
Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event.  All employees may be subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.
The City of Punta Gorda is an Equal Opportunity Employer. The City will not knowingly permit discrimination in hiring, promotion, or other conditions of employment with regard to race, color, religion, age, gender, sexual orientation, national origin, legally recognized disability, genetics, or marital status unless one or more of the above constitute a bona fide occupational qualification within the meaning of the law.  No job applicant or present employee will be illegally discriminated against or given preference because of any of the above characteristics, unless otherwise required by law.
Disclaimer:   The information in this description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, environmental conditions, or qualifications required of employees assigned to this job.
I have read and understand the contents of this Job Description.  I certify that I am capable of carrying out the Essential Functions and Duties of the job as specified.

Salary : $36,442 - $58,334