Administrative Assistant - Boca Raton, United States - City of Boca Raton, FL

City of Boca Raton, FL

Verified Company

Boca Raton, United States

2 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

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GENERAL DEFINITION OF WORK:

Performs difficult skilled clerical and responsible administrative work undertaking a variety of assignments in a municipal office; does related work as required. Work is performed under general supervision. Supervision may be exercised over subordinate clerical personnel.

Essential Functions:

TYPICAL FUNCTIONS:

Greets visitors, takes and screens telephone calls and mail directed to the department or agency;
Gives information to the public or directs requests to appropriate person;
Handles a variety of routine administrative or technical department or agency assignments;
Processes all personnel requisitions, status forms, and evaluations, and performs associated clerical and administrative follow-up activities; prepares payroll;
Transcribes correspondence and memoranda; keeps confidential files.
Helps prepare budget and monitor expenditures; keeps revenue and expenditure records; monitors budget line items;
Prepares payroll and maintains payroll related records and files;
Transcribes correspondence and memoranda;
Composes and types letters, memoranda, reports, and other documents independently from brief instructions in conformance with policies;
Sets up and maintains filing systems and office procedures;
Types reports and statements; keeps confidential files.

RELATED TASKS:

Obtains price quotations and prepares purchase requisitions;
Handles and processes personnel requisitions and performs associated clerical and administrative follow up activities;
Makes appointments for the supervisor, other personnel and members of various boards, committees, commissions, etc.; maintains appointment calendar; makes travel arrangements;
Collects information and prepares a variety of complex reports; maintains various financial records;
Supervises and trains subordinate clerical personnel;
Performs related tasks as required.

Knowledge, Skills and Abilities:

Thorough knowledge of standard office practices, procedures, equipment and secretarial techniques; thorough knowledge of department or agency functions, organization and policies; thorough knowledge of business English and spelling; ability to establish and maintain effective working relationships with City officials, associates, and the general public; ability to organize and perform work independently; ability to lay out and type complex forms and tables; ability to make difficult arithmetical calculations; ability to type accurately at a rate of 45 WPM; skill in the use of a variety of standard and automated office equipment.

Minimum and Preferred Qualifications:

EDUCATION AND EXPERIENCE:

Any combination of education and experience equivalent to graduation from an accredited community college with major course work in office management, secretarial science, or related field and four (4) years of experience in secretarial work.

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SPECIAL REQUIREMENTS:Possession of a valid State of Florida Class "E" driver's license with no more than six (6) points in a three (3) year period.

POST-OFFER BACKGROUND REQUIREMENTS:

The background check process for this position may include:

Criminal Background Check
Employment Verification
Reference Checks
Motor Vehicles Report (MVR) Check
Job description specifications are intended to present an illustrative description of the range of duties, the scope of responsibility and the required level of knowledge, skills, and abilities necessary to describe the primary functions of the job. Specifications are not intended to reflect all duties performed by the employees in each position assigned to the class. Individuals may perform other duties as needed, including work in other functional areas to cover absences or relief, to equalize peak work periods, or to otherwise balance the workload as required by business necessity._
The City of Boca Raton is an _Equal Opportunity_, Inclusive, Veteran's Preference Employer and Drug Free Workplace. It is the policy of the City of Boca Raton to prohibit discrimination on the basis of race, color, religion, gender, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status or condition protected by applicable federal, state or local laws._