Administrative Assistant - Utilities

MINIMUM TRAINING & EXPERIENCE An Associate Degree from an accredited college in Business Administration, Accounting or related field plus two (2) years of experience in administrative work, preferably governmental administration; or a High School Diploma or GED plus six (6) years of experience as defined above.
Must have knowledge of computerized accounting applications and spreadsheets.
Proficient in the use of Microsoft Office Suite.
Familiarity with HTE and Laserfiche and CMMS preferred.
Must possess and maintain a valid Florida’s Driver’s License and have an acceptable, safe driving record.
EMERGENCY DECLARATION STATUS Code 2: Non-essential employees will not be required to work during a declared emergency but may be required to work during an undeclared emergency or in the aftermath of an event associated with a declared emergency.
On an incident by incident basis, the employee’s Department Head will make the determination when the employee will be required to work.
GENERAL STATEMENT OF JOB Under minimal supervision, performs administrative duties in the Utilities Department.
Responsible for clerical tasks, purchasing card logs, file management, coordination and making travel arrangements and ordering office supplies.
Work may involve purchasing, accounting, project management, general administration, public relations and employee supervision.
The Administrative Assistant performs work that is detail-oriented and requires a high level of organization.
Work involves the use of computer applications such as Microsoft Word, Excel, Access, Power Point, Laserfiche, Power DMS, GIS Compass and CMMS.
Some independent judgment and initiative are required in performing assigned duties.
Reports to the Utilities Office Manager.
SPECIFIC DUTIES & RESPONSIBLITIES ESSENTIAL JOB FUNCTIONS Essential functions are based on city-wide duties and responsibilities.
May perform all of some of the essential functions, depending upon work assignment and Department.
Assists the Office Manager in handling administrative matters.
Performs clerical responsibilities such as opening/distributing incoming mail and routing packages.
Answers telephone and greets visitors; receives inquiries and provides information, or refers caller to the appropriate staff.
Types material, which require a variety of complicated formats for preparing correspondence, reports, forms, agreements, etc.
Prepares check requisitions, purchase requisitions, small project agreements (SPA’s).
Reconciles and prepares purchasing card logs for various divisions in the department.
Assists in project management and various aspects of site plan review process.
Prepares documents and notifies management when performance evaluations are due.
Maintains file management systems including records of documents and correspondence.
Assists with travel arrangements for the department, including travel requests prior to travel and expense reports upon return.
Assists with administrative aspects of capital improvement projects, including but not limited to purchase orders, charge backs and grant requirements.
Performs bi-weekly timecard audit.
Coordinates among divisions of assigned Department regarding invoicing, purchasing, and project management.
Streamlines procedures where applicable to reduce duplication and improve coordination.
Arranges and prepares meeting notifications as required; prepares agendas, packets; recording minutes of all proceedings and maintains accurate and complete records of all actions.
May attend Utility Advisory Board meetings.
Assists with setting up interviews for candidates to include notification(s) to applicants, preparing interview packets and completing ranking sheets.
Manages department shared calendars, scheduling meetings, conferences and appointments.
Maintains department files and records, assisting the department liaison with records management and retention requirements established by the Legislative Department.
Responds to inquiries from the public, other agencies, City staff and others.
Provides oversight, training and direction to clerical staff.
May supervise clerical staff.
Maintains effective workflow for subordinate staff and provides opportunities for cross-training.
Responsible for quality control and quality assurance relative to administrative and clerical functions.
Maintains supplies and equipment inventory in a cost-effective manner.
Performs/supervises some purchasing functions for the department and divisions Uses computer applications extensively such as Microsoft Word, Excel, Access, Power Point, Laserfiche, Power DMS, GIS Compass and CMMS.
Develops spreadsheets, data bases etc.
to streamline work efforts.
Assists in the researching of technical or administrative topics and prepares reports.
Responsible for serving on various committees as needed.
Provides assistance with special projects and performs other duties as assigned.
ADDITIONAL JOB FUNCTIONS Performs other related work as required.
This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position.
While it is intended to accurately reflect the position activities and requirements, Management reserves the right to modify, add or remove duties and assign other duties as necessary that are a logical assignment to the position.
This position is General Non-Exempt and is covered under Personnel Policies and the Administrative Code.
Health Insurance: Health care plan options include HDHP, OAPIN and OAP through Cigna.
Dental Insurance: Dental coverage is offered in three plans that include DHMO & PPO High/Low plans.
Vision Insurance: Vision coverage includes an annual eye exam, frames and lenses or contact lenses in lieu of eyeglasses.
Life Insurance: The City of Palm Bay provides each employee with life insurance in the amount of one time their annual base salary at no cost.
Additional coverage is available at the employee's cost up to the Guaranteed Issue amount of $250,000.
Dependent/Spouse Life Insurance: The City of Palm Bay provides each employee with dependent/spouse life insurance in the amount of $5,000 per dependent at no cost.
Additional coverage is available at the employee's cost.
Short Term Disability: Coverage pays 66 2/3% of employee's annual base salary during a short-term disability period not to exceed 26 weeks.
Long Term Disability: Coverage pays 66 2/3% of employee's salary at time of disability after a 180 consecutive day waiting period.
Defined Contribution Retirement Plan: City contributes a base of 3%.
Employees may contribute up to 6% and the City will match the employees contribution.
Holidays: 10 holidays and 1 birthday holiday.
Paid Leave: Accrue 96 hours of vacation and sick leave per year.
Accrued vacation hours increase after 10 years of service.