Administrative Assistant- Neighborhood Services - Port Saint Lucie

The City of Port St. Lucie is an equal opportunity employer. · Please note that this is an external job posting intended for non-city employees. If you are a current city employee applying through this posting, your application will not be reviewed with other internal candidates. ...

Job description

The City of Port St. Lucie is an equal opportunity employer.

Please note that this is an external job posting intended for non-city employees.

If you are a current city employee applying through this posting, your application will not be reviewed with other internal candidates.

In order to be considered with internal candidates, please apply on the internal posting by clicking HERE.

Advanced clerical/technical work processing information for the Neighborhood Services Department. Duties include providing specialized clerical assistance, scheduling, tracking, file maintenance, Qless and 1PSL customer service. Works independently, but work is reviewed by the supervisor. Facilitates the development of public trust and confidence in the City.

This position is considered an "Essential Position" for the purpose of Emergency Management. Emergency duties will be assigned as needed.

This position requires 24 hours a day, 7 days per week availability during City of Port St Lucie emergencies, as determined by City Administrators, Emergency Manager or City Officials.

The following duties are illustrative for this position.

The omission of specific duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.

Other duties may be required and assigned.

Keeps the mission, vision, and values of the City of Port St.

Lucie at the forefront of decision making and action; builds strategic and collaborative relationships and interacts with others in a way that builds confidence and trust; provides excellent customer service by taking action to accomplish objectives, maintains high levels of work and productivity by generating innovative solutions to work situations.

Provides administrative and clerical support to assigned staff, assisting with day-to-day office operations and coordination of activities.
Answers and routes incoming telephone calls, including inquiries received through the 1PSL customer service line.
Schedules appointments and maintains calendars for management personnel using Microsoft Outlook.
Prepares, formats, and processes correspondence, forms, reports, and other routine documents using standard word processing and spreadsheet software.
Establishes, maintains, and retrieves office files, records, and documentation in accordance with established procedures.
Opens, sorts, prioritizes, and distributes incoming mail; prepares outgoing mail and electronic correspondence.
Takes notes and prepares minutes for meetings, hearings, and other official functions as assigned.
Enters, tracks, and maintains data related to training, certifications, licenses, and other administrative records.
Assists with compiling information and basic data for reports and summaries.
Provides general information to internal staff and the public regarding departmental procedures and services, referring complex matters as appropriate.
Other duties as may be assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education And/Or Experience

Graduation from an accredited high school or possession of an acceptable equivalency diploma required. A minimum of two (2) years of experience involving staff assistance and advanced clerical support work required.

A comparable amount of training, education, or experience may be substituted for the minimum qualifications.

Knowledge, Skills, & Abilities

Knowledge of business English, spelling, and punctuation in order to prepare documents, compose letters, etc.
Knowledge of office practices and procedures.
Knowledge of the Department and City's policies, procedures, and practices, including City Code of Ordinances.
Ability to analyze a variety of administrative problems and to make sound recommendations.
Knowledge of legal terminology and documents.
Skill in typing accurately from rough draft, plain copy, or a transcribing machine at forty-five (45) words per minute.
Skill in the use of data input equipment.
Ability to understand and follow oral and written instructions.
Ability to access, input, and retrieve information from a computer.
Ability to establish and maintain effective working relationships with employees and the public.
Ability to communicate effectively in writing and orally.
Ability to learn assigned clerical tasks readily and adhere to prescribed routines
Ability to focus on the positive in every situation.
Ability to model respect for individuals, teams, and the organization.
Ability to stay centered when challenged.
Ability to establish and maintain the trust and confidence of the department and public.
Ability to work under pressure and meet deadlines.
Ability to follow through with assigned tasks.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, talk, hear, and use hands to finger, handle, or feel.

The employee is frequently required to walk and reach with hands and arms. The employee is occasionally required to stand and stoop, kneel, crouch, or crawl.

The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Specific vision abilities required by this job include close vision and ability to adjust focus.


WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Documentation Requirements

Please Read Carefully

Applicants, including City of Port St Lucie employees, must upload and submit attached copies of their education credentials with the employment application.

Please be sure to attach all required documents to your employment application each time you apply.

Uploaded documents remain in your online profile, but they will not attach automatically, and you will be deemed ineligible without the proper documentation.

ALL DOCUMENTS SUBMITTED MUST BE CLEAR, LEGIBLE, AND IN PROPER FORMAT.

THE FOLLOWING DOCUMENT(S) ARE REQUIRED AT THE TIME OF APPLICATION AND ARE ACCEPTABLE FORMS OF PROOF:

Proof of education in the form of a diploma, degree, or transcripts. Foreign diplomas/degrees must be submitted with a credential evaluation report from an approved credential evaluation agency*. Translations of diplomas/degrees are not accepted. Audit/Academic reports are not accepted as substitutions for college transcripts.

Driver's License:

A Valid Driver's License from any state (Equivalent to a State of Florida Class E) may be utilized upon application; however, within thirty (30) days from the date of hire, a State of Florida Driver's License (Class E or higher) must be presented.

Approved Credential Evaluation Agencies:
Credential evaluation reports showing the United States equivalency for academic credentials earned in other countries may be provided by:

An accredited four-year college or university in the United States, OR
A current member of the National Association of Credential Evaluation Services (NACES), OR
A current member of the Association of International Credential Evaluators (AICE), OR
A recognized Professional Organization

For an additional list of approved credential evaluation agencies, visit the Florida Department of Education

It is the applicant's responsibility to ensure that all required documents submitted with the employment application are in a format that is acceptable, clear, and legible for eligibility determination or risk being disqualified.

Applicants, including City of Port St Lucie employees, must completely detail their work experience on the employment application or risk being disqualified.

Resumes will not be reviewed in place of the employment application.

It is the applicant's responsibility to update their online profile with personal data, work experience, education, and certifications when submitting application(s); failure to do so may result in disqualification.