Description

This classification involves performing various administrative functions in supporting staff and/or governing boards in addition to supervisor for an assigned area of the City. An employee in this position, depending on assigned department: relieves supervisor of non-policy clerical tasks; coordinates arrangements for meetings; maintains calendars; attends, takes minutes, and/or transcribes meeting minutes; assists in budget preparation; conducts research; composes reports; handles assigned projects; and orders supplies. This position also assigns work to other clerical staff as needed; assists with inquiries; provides technical assistance to others; and delivers training to others.

Examples of Duties

ESSENTIAL JOB FUNCTIONS

• Coordinates, manages, monitors, and analyzes assigned special projects and programs; evaluates effectiveness and efficiency; makes recommendations for improvements; and receives and resolves complaints and concerns regarding projects and programs.
• Provides technical assistance to other personnel in implementing new or modified systems, methods, or procedures; prepares detailed written procedures and new or revised forms; develops plans for implementation; conducts necessary training of personnel regarding new or revised methods; and monitors and observes results achieved.
• Relieves supervisor of clerical and administrative details in matters not requiring policy decisions concerning organizational activities and established policies and procedures.
• Composes correspondence, reports, memoranda, forms, etc.; interprets administrative policies; relays instructions and policy and procedural decisions; and represents supervisor at conferences and meetings, including contacts with outside agencies.
• Participates in the formulation, preparation, and control of department budgets through the following: compiling and analyzing financial information; coordinating the preparation of budget narratives; making budget projections; preparing budget-related documents and charts; preparing and/or supervising preparation of budget reports; and conducting and supervising cost analysis and budget impact studies, etc.
• Takes and transcribes materials from recording media; attends meetings, conferences, and governing boards as recording secretary.
• Researches and compiles data from a variety of sources in connection with special reports, budget preparation, and other matters; assembles materials for supervisor’s reply to correspondence demanding personal attention
• Assists in preparing drafts of rules and regulations pertinent to the entire City or to the particular department assigned; prepares a variety of written documents including study plans, special and regular reports, systems and organizational analysis, work flow charts, etc.
• Receives, processes, and maintains accurate records for assigned department; assists with public record requests as assigned.
• Greets visitors; answers phones; monitors visitors’ manual/electronic log; logs information in/out; answers phones; and processes department mail.
• Tracks documents/activities and follows-up in assigned areas.
• Renews vehicle registrations; monitors GPS system; monitors P-cards; makes travel arrangements; notarizes documents; and processes reimbursements as assigned.
• Oversees specific tasks based on department assignment such as administering typing tests to applicants.
• Orders supplies; processes purchase requisitions; and monitors administrative and specialized budgets for assigned area.
• Operates and performs minor maintenance on office equipment such as copiers.
• Performs related work as required.

Requirements

EDUCATION

EXPERIENCE

• Three (3) years of work experience performing administrative functions in an office setting

• Two (2) years of experience as an administrative assistant or Administrative Support IV with the City of Sunrise

• An acceptable combination of education, training and professional experience
• Experience must have included administrative support and duties such as calendaring meetings, answering multiple phone lines, composing professional email communications, taking meeting minutes, utilizing specialized software to enter invoices, requisitions, and other financial data, researching problems/issues, the exercise of judgment and discretion in presenting recommendations and solutions, and independently composing memoranda, reports, and other correspondence
• Tyler Munis experience preferred
• Proficiency with Microsoft Word and Excel required

NECESSARY SPECIAL QUALIFICATIONS

• Qualified candidates must successfully pass assessments in Microsoft Word, Excel and Keyboarding

Supplemental Information

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of administrative assistant methods, techniques, and procedures.
• Knowledge of modern office procedures, practices, and equipment.
• Knowledge of protocol and the proper order of etiquette in conducting administrative assistant activities with City and other officials.
• Knowledge of the functions, processes, and principles of management.
• Knowledge of the techniques and methods used in administrative analysis.
• Knowledge of the organizational structures, functions, operations, objectives, and goals of municipal government.
• Knowledge of appropriate laws, rules, regulations, and procedures governing City operation.
• Knowledge of computer-related terminology and of data processing equipment capabilities and limitations.
• Skill in using Office and department software.
• Ability to research and develop information from a variety of sources.
• Ability to operate a personal computer and other office machines with accuracy and speed.
• Ability to establish and revise office policies and procedures.
• Ability to oversee assigned clerical staff.
• Ability to prepare detailed written reports and procedures.
• Ability to select and/or devise analytical techniques and methods suited to the solution of management problems.
• Ability to manage projects effectively and meet deadlines.
• Ability to manage multiple, high-priority assignments.
• Ability to communicate effectively and persuasively, both verbally and in writing.
• Ability to establish and maintain effective working relationships with City officials, other City departments, fellow employees, supervisors, outside agencies, and the general public.
• Ability to deal with competing priorities and varied responsibilities.
• Ability to work efficiently and effectively to develop win-win solutions.