Administrative Associate - Apopka, United States - City of Apopka

City of Apopka

Verified Company

Apopka, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

GENERAL DESCRIPTION

This is a moderately complex position involving independent performance of duties and is responsible for important administrative support work within its assigned department/division.

Responsibilities include receiving incoming calls, assisting leadership and management within assigned department/division, greeting individuals that enter the facility, creating correspondence, and responding to residents or customers.

Additional responsibilities may differ based on the assigned area.

ESSENTIAL JOB FUNCTIONS

The following essential functions represent the primary duties of this position but should not be considered an allinclusive list of responsibilities. _Other duties may be required and assigned._
Assists the department with correspondence and routine office functions as required.
Receives and screens telephone calls and office visitors and provides general information. Dispatches calls to the appropriate staff. Receives and sends incoming fax documents to appropriate staff and/or departments.
Maintain files, records, and related data in a neat and organized manner.
Attends meetings and is responsible for taking minutes of the presentations and discussions. Completes system uploads of staff reports for City Council meetings.
Respond promptly to citizen inquiries, questions, suggestions, complaints and records requests.
Completes, scans, and assigns restoration work orders or departmental assignments.
Prepares work orders for various departments based on phone calls received or orders needed, as well as pulling work orders for Risk Management for claims as needed.
Report any accidents or incidents to Risk Management.
Restocks copy machines and upkeep of toner.
Prepares and processes purchasing requisitions for mileage and other invoices as requested.
Prepares, updates, and tracks contracts on spreadsheets and communicates renewals prior to expiration dates.
Work closely with the other departments and provide information as needed.
Maintains spreadsheets and creates requisitions for supplies, vehicles, and equipment. Places orders for supplies.
Main point of contact for purchasing supplies through the Amazon business account.
Responsible for office duties requiring independent analysis, exercises of judgment and possesses a detailed knowledge of department policies and procedures.
Point of contact for the special departmental programs and maintains information including work order scheduling and data entry.
Uses computers and communication equipment, (ie, radio, telephone) computers, copy machine, multiline phone system, fax machine, photo, radios, video and audio hardware, various hand tools and various motor vehicles.
Receives and routes incoming mail, prepares letters, printed matter and other materials for mailing and distribution. Delivers, receives, and distributes interoffice mail received from City Hall.
Designs and implements office forms as required.
Updates schedules and distributes on a weekly basis, i.e. oncall or standby schedule.
Posts new job listings with expiration included for tracking of most current listings.
Remains courteous to the public at all times and gives directions to the location of the different departments and/or divisions.
Processes change orders and budget transfers. Tracks and updates budget tracking system. Oversees tracking of invoices, purchases orders, and items purchased.
Greets customers and vendors and assists with inquiries and provides necessary information.
Creates Standard Operating Procedures (SOPs), office manuals, reports, flyers, etc.
Performs any other duties or tasks that may be assigned.

ADDITIONAL ESSENTIAL FUNCTIONS

_ Public Services - Utility Administration_

Enter and locate work order tickets, as well as processing hydrant meter rentals and necessary paperwork for customers.
Maintains consumer website, SeeClickFix, for completion of work orders requested and routing completed to appropriate managerial staff.
Work closely with the Fleet Division and Finance Department to maintain the E-Pass tracking spreadsheet and create requisitions when replenishment is required by Public Service vehicles.
Point of contact for the Adopt-ARoad program and maintains information including work order scheduling and data entry.
Completes FEMA data entry.
Update radio and streets listing when new hires begin employment or development are added to Community Development.
Submits staff reports into current software for City Council meetings. Monitor Budget Tracking System and process E-Statements.

KNOWLEDGE, SKILLS & ABILITIES

Knowledge of administrative work required for assigned area.
Ability to take initiative and exercise appropriate judgement.
Knowledge of departmental practices, policies, City Code of Ordinance and the organization.
Considerable knowledge of office practices and procedures, business English, spelling, punctuation, and arithmetic