Administrative Assistant - Public Services (FL, Winter Garden)

WORK OBJECTIVE

This position performs a variety of administrative, clerical and support responsibilities for the Public Services Department. The nature of the work involves important administrative tasks that require attention to detail; the ability to proofread and check work upon completion; exercise of mature judgment; and the ability to work with all organizational levels and the general public, both in person and on the phone.

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ESSENTIAL FUNCTIONS

• Supports daily activities and administrative needs of the Public Services Department?s Administrative Office including Code Enforcement Department, with frequent interaction with all City organizational levels, the public, and vendors, both in person and on the phone.
• Provides the public and constituents with requested available information.
• Answers and routes incoming calls, responds to and resolves incoming complaints, and refers callers to appropriate staff representatives for resolution or to schedule an appointment, meeting, or event.
• Schedules and attends meetings, takes dictation (directly or from records), and prepares meeting minutes.
• Supports the preparation of agendas, legal documents, resolutions, ordinances and related complex or confidential correspondence, reports, and other documents
• Updates and maintains Departmental policies and procedures; codes and processes invoices; prepares purchase orders; purchases office and operating supplies; makes arrangements for the Department including training and travel; and collects and distributes Department mail.
• Researches, analyzes, and prepares special projects and reports.
• Functions as recording secretary for Code Enforcement Board and may need to be back-up for Architectural Review Historic Preservation (ARHP), Community Redevelopment Area Advisory Board (CRAAB), and the Planning and Zoning Board. All meetings take place in the evening, beginning between 6:00 pm and 6:30 pm.
• Transcribes from audio tape and copies and distributes minutes and other documents for various Boards, committees, workshops, city meetings, etc.
• May accept various types of payment for bills and fees based on assigned work area.
• Provides other information and assistance as requested and may assist with City Hall reception coverage.
• Performs other tasks and responsibilities as assigned.

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MINIMUM QUALIFICATIONS

• A High School Diploma or G.E.D. equivalent (Associate Degree preferred) in a related field and three (3) years of progressively responsible administrative and/or office management experience. Equivalent combination of education, training, and experience may also be considered.
• Demonstrated proficiency in the use of Microsoft Office Suite (Word, Outlook, Excel, and PowerPoint).
• Ability to accurately type 40 words per minute.
• Ability to transcribe dictated material completely and accurately.
• Bilingual proficiency in English and Spanish is required.

Exceptions to the minimum qualifications must be reviewed by the Human Resources Director and approved by the City Manager prior to job offer.

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KNOWLEDGE, SKILLS AND ABILITIES

• Builds and maintains positive relationships with diverse groups including all organizational levels, the general public, vendors while demonstrating professionalism, courtesy, and responsiveness.
• Ability to work both independently without close supervision and collaboratively.
• Ability to communicate effectively, both verbally and in writing, demonstrate excellent listening and customer service skills, and understand/follow oral and written instructions.
• Sets priorities, organizes, and remains efficient and flexible in the performance of multiple tasks/priorities while completing all assignments in a timely manner.
• Ability to prepare accurate and concise correspondence, reports and other documents using proper formatting, appropriate grammar, spelling, punctuation, and sentence structure; enter, access, retrieve, compile, and analyze information; take sufficient notes at meetings to prepare an accurate record of events; and operate office equipment including personal computer, printer, telephone, and copier.
• Considerable knowledge of business math, English, spelling, punctuation, as well as bookkeeping.
• Maintains complex and confidential records and files, fiscal and statistical records, ledgers and files and reports information correctly and concisely.
• Ability to read, understand and interpret manuals, laws, ordinances, policies and procedures, statutes, rules, regulations, journals, newspapers, memos, letters, reports, and guidelines.
• Maintains and handles confidential and sensitive issues requiring a high degree of discretion, diplomacy, and tact.

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WORKING ENVIRONMENT/CONDITIONS

• Work is performed in an office setting with a low to moderate noise level and involves intermittent sitting, standing, bending, stooping, crouching, reaching, and walking, with the potential for extended periods of standing and sitting.
• Intermittent lifting, pushing, and pulling of light objects and moderately heavy objects up to 25 lbs.
• Requires visual and muscular dexterity and hand/eye coordination for extended periods, hearing sounds/communication, close vision, handling/grasping/fingering objects, and lifting/carrying objects.

• May at times work outdoors at emergency scenes in adverse weather conditions with exposure to adverse weather conditions (heat, cold, rain, humidity, etc.), loud noises, pungent odors, dust and fumes.

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The City of Winter Garden is an Equal Opportunity Employer. In compliance with Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the City of Winter Garden provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.