Administrative Assistant - Development Services

General Function:
Administrative Assistant assists in overseeing the day-to-day operations of the department which involves processing payroll, preparation of government reports, maintenance of filing system, assisting with contracts, the department budget, time cards, typing correspondence and any other thereby related duties as required by the department.

Work requires application of independent judgment, as well as clerical, receptionist, secretarial abilities.  Working knowledge of the principles and practices of modern public administration, skill in operation of personal computer, telephone, copy machine, scanner, and general maintenance of records.  Ability to maintain an effective working relationship with employees, supervisors, other departments, officials, and the public, as well as, communicate effectively both verbally and in writing.

Reports To:
Director of Development Services 

Supervisory Responsibilities:
None


Essential Duties and Responsibilities:

• Provides administrative assistance to the Director of Development Services, Building Official, and Planner.
• Composes and prepares assigned and routine correspondence, as well as reports, forms, memos, etc.
• Types, creates, and maintains files for order and retrieval, answers phones, processes letters, and all other department correspondence and documentation.
• Research and compile information pertinent to departmental needs including charts and spreadsheets.
• Opens, sorts, and routes incoming mail; prepares outgoing mail.
• Attends workshops related to administrative duties and responsibilities.
• Prepares reservations and travel arrangements for travel, training, and maintenance of certifications.
• Prepares purchasing authorization and documentation following prescribed financial procedures; prepares requisitions for Departmental approval, prepares FPO’s, ISR’s, Budget Transfers, payment requests, etc.
• Collects time cards and transfers information to correct forms, forwards to appropriate department.  Enters information into Mainframe computer system.
• Organizes and schedules meetings and events.
• May perform other job-related duties as assigned by the Director.

All of the above information is intended to indicate the general nature and level of work performed by employees in this position. This description is not intended to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of employees assigned to this position.  Duties, responsibilities, and activities may change at any time with or without notice.

Type of Appointment/Work hours:

• Full-time/Regular position.
• Standard workweek, which is forty (40) hours of work per week usually consisting of five (5) days of eight (8) hours per day or four (4) days of ten (10) hours per day.  The work day may be varied for the efficient delivery of public service.
• Will be required to work other than the standard workweek on occasion, including evenings, weekends, and/or holidays.
• Will be required to work occasional overtime or shift assignments, if applicable.

Requirements:

• Bachelor’s degree in Business Administration, Public Administration, or a related field is required. 
• Minimum of two (2) years prior administrative, secretarial, or receptionist experience in a municipal, legal, or business office environment.  
• Proficiency in the use of Microsoft Office software applications, i.e. Word, Excel, etc.
• Must be able to understand and comprehend written and verbal instructions.
• Must possess a valid state of Florida driver's license with a clean driving record.
• Must pass a background screening process.

Equivalency Clause:

• An equivalent combination of High School Diploma, training, and at least 10 years of experience that provides the required knowledge, skills, and abilities may be considered in lieu of the stated education and experience requirements. Substitution will be evaluated on a case-by-case basis to determine relevance and comparability.

Physical and Environmental Demands or Conditions:
The physical and environmental demands for this position have been listed on the last page of this description. Physical and environmental demands must be met to successfully perform the essential duties and responsibilities of this position.


Core Competencies:

• Judgment - Sound decisions based on fact; uses logic to solve problems.
• Quality of Work - Performs work thoroughly, accurately, and professionally.
• Reliability - Timely and consistently completes assigned work; consistently reports to work and is punctual.
• Safety - Committed to ensuring a safe environment and complies with applicable safety standards.
• Technical Capability - Applies knowledge to identify issues and works to develop skills; demonstrates knowledge of techniques, skills, and equipment.

Work Authorization/Security Clearance:

• The employee must successfully pass a background screening process and comply with the City’s Drug-Free Workplace policy.
• The City will also verify the identity and employment authorization of individuals hired so the proper completion of Form I-9 is required, which includes the employee providing documents evidencing identity and employment authorization. 

Equal Opportunity Statement:
The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Qualifying individuals with disabilities may be provided reasonable accommodations to enable them to perform the essential functions.

Veteran’s Preference Policy:
In accordance with Florida Statute 295.07, F.S., Chapter 55A-7, the City of Homestead complies with Florida law by providing Veterans' Preference in hiring. Qualified applicants, including veterans, spouses, widows/widowers, parents of service members, and current reserve or National Guard members, may receive hiring priority if they meet minimum qualifications and can perform the duties required. Veterans’ Preference includes additional points on exams, prioritized placement on employment lists, and education waivers for certain qualified individuals. This preference ensures eligible candidates are considered fairly at all stages of the hiring process. For questions, contact the Human Resources Department.

Salary : $58,219 - $75,691