Administrative Assistant

Description

Position Summary:

A skilled clerical position responsible for providing administrative assistance to the staff and Director of a department and assistance to members of the public.

Example Of Duties

ESSENTIAL FUNCTIONS AND DUTIES: include the following. Other duties may be assigned as dictated by operational necessity.

• Word processing, including composition of effective and accurate correspondence.
• Greets and assists the general public with information regarding City services.
• Processes Local Business Tax Receipts and cash receipt transactions.
• Screens and refers calls.
• Records and transcribes various ad-hoc committee meetings. Annotates the agenda and indexes the minutes.
• Public Hearing Notices: draft and submit ads to newspaper, post notices, compile mailing list and prepare mailings to property owners, prepare folders and file into records retention when completed.
• Researches public records requests. Contacts customer with the completed request and receive payment for same.
• Petty cash dispersal, balances cash drawer, takes payments.
• Receives original agreements and contracts, tracks expiration and any important dates. Requests updates of same.
• Scans ordinances, resolutions, minutes and other documents into Optiview program.
• Copies, faxes and files documents. Copies City Council agenda material.

Typical Qualifications

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. In lieu of certain requirements listed below, 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:

• Working knowledge of the proper construction of English grammar and syntax.
• Working knowledge of various office equipment, including personal computer, copier, fax machine, 10-key calculator, multi-line telephone, etc.
• Knowledge of standard customer relations practices, including answering telephone calls, answering questions, etc.
• Skill in proof-reading documents and making appropriate corrections.
• Skill in the operation of various office equipment. Must be able to type 50 words per minute on an office personal computer with minimal errors.
• Ability to articulate clearly both orally and in writing in a professional manner.
• Ability to prioritize and arrange schedules.
• Ability to exercise sound judgment with average supervision and oversight.
• Ability to perform many jobs at one time.
• Ability to work under stressful situations and keep calm in difficult situations.

EDUCATION, EXPERIENCE, LICENSES AND CERTIFICATIONS:

• Graduation from high school, or a GED from a properly accredited institution of learning.
• Three (3) years clerical experience in a reasonably fast-paced office environment.
• Any combination of education and experience which provides the requisite mental and communication skills.
• Notary Public or the ability to acquire a Notary Public's certification required.

SUPERVISORY RESPONSIBILITIES:

• None

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.

It is the policy of the City of Punta Gorda to recognize and fulfill its commitment to the community in the area of Equal Employment Opportunity. The City will not knowingly permit discrimination in hiring, promotion, or other conditions of employment with regard to race, color, religion, sex, age, or national origin.

Disclaimer: The information on 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.