Administrative Aide Confidential

City of Hialeah Municipal Government

1d • $34,172 - $68,753 • Onsite

About The Position

The Administrative Aide to the Department/Division Head (Confidential) performs a variety of complex, confidential and responsible administrative duties for the Department/Division Head. This role involves understanding the organization and operation of the assigned department, interpreting and applying departmental rules and policies, and preparing correspondence and memoranda independently. The position requires the ability to analyze situations accurately, meet deadlines, and respond to public inquiries. The Administrative Aide works independently in the absence of supervision, operates modern office equipment, and communicates clearly and concisely, both orally and in writing. They establish and maintain effective working relationships and provide responsible, complex, and confidential administrative support. This includes processing and proofreading reports, letters, and memoranda, and composing correspondence not requiring the direct attention of the Department/Division Head. The role involves interacting with City officials, business and community representatives, the public, and all levels of personnel. Responsibilities include screening office and telephone callers, responding to complaints and requests for information, and managing incoming mail. The Administrative Aide maintains the Department/Division Head's calendar, arranges meetings, makes appointments, assists with task prioritization, and follows up on assigned projects. They also maintain a variety of records, files, and logs, including confidential and personnel files, and conduct periodic file retention and purging. Participation in special projects as assigned is also expected. The City of Hialeah Human Resources Department is committed to providing employees an exceptional work environment where through hard work, dedication, and equal opportunity for learning and personal development, employees are able to grow, flourish, and make a difference in our community. The Human Resources Department ensures compliance with Federal, State, and local laws, collective bargaining agreements, and City policies, rules and regulations. The City of Hialeah is an equal opportunity employer. There will not be any discrimination or harassment of any kind on account of age, color, race, religion, sexual orientation, national origin, disability, genetic information, marital or familial status, military service or any of the protected categories. The City of Hialeah is a drug and alcohol free employer.

Requirements

• Must have a working knowledge of the principles and practices of public or business administration; planning, programming, and budgeting.
• Must have the ability to identify, define, and analyze problems or issues, and make sound and effective policy and procedural recommendations as to the solution(s).
• Must be able to effectively express ideas orally and in writing, to the public and City Staff and have the ability to follow oral and written instructions.
• Must be a self-motivated employee and have the ability to motivate other employees.
• Ability to use tact and courtesy in dealing with department heads, other employees, and the public is required.
• Ability to assign and instruct individuals engaged in the work of the department.
• Establish and maintain cooperative and effective working relationships with other employees and department heads.
• Maintain attention to detail and produce accurate work while coordinating several concurrent assignments.
• Ability to read, write, speak, understand, or communicate in English in order to perform the duties of this position.
• Thorough knowledge of modern office equipment, practices, and procedures.
• Must have ability to effectively communicate and interact with other employees and the public through the use of telephone and personal contact as normally defined by the ability to see, read, talk, stand, hear, hands to finger dexterity, handle, feel or operate objects, read and write English.
• Physical capability to effectively use and operate various items of office equipment; such as but not limited to a personal computer, calculator, copier and fax machines.
• Must be able to lift, carry and or push articles weighing up to 20 lbs.
• A minimum of two years of college from an accredited school/institution, with course work in Public or Business Administration or a related field; and two years of experience in an administrative support capacity, preferably as an assistant for an executive in a governmental agency.
• Thorough knowledge of modern office equipment, practices and procedures.
• Ability to communicate effectively, both orally and in writing, to the public and City staff.

Nice To Haves

• Bachelor's degree in Public or Business Administration or a related field from an accredited school/institution is desirable.

Responsibilities

• Performs difficult confidential administrative work involving the use of independent judgment and personal initiative.
• Understands the organization and operation of the assigned department, other City departments and outside agencies as necessary to assume assigned responsibilities.
• Interprets and applies departmental rules and policies.
• Prioritizes work; independently prepares correspondence and memoranda.
• Analyzes situations accurately and adopts an effective course of action.
• Meets deadlines; responds to requests and inquiries from the general public.
• Works independently in the absence of supervision.
• Operates and uses modern office equipment including a computer.
• Communicates clearly and concisely, both orally and in writing.
• Establishes and maintains effective working relationships.
• Provides responsible, complex and confidential administrative support; data processes and proofreads a wide variety of complex and confidential reports, letters and memoranda; independently prepares correspondence; types from rough draft or verbal instructions; composes correspondence not requiring the attention of the Department/Division Head.
• Interacts with City officials, representatives from business and community organizations, the public and all levels or personnel.
• Screens office and telephone callers; responds to complaints and request for information on department regulations, procedures, systems and precedents relating to assigned responsibilities, receives and routes incoming mail.
• Maintains calendar of activities, meetings and various events for the Department/Division Head; arranges meetings and makes appointments; assists with task prioritization; follows up on assigned projects to meet deadlines; provides staff support.
• Maintains a wide variety of records, files, and logs related to departmental operations and activities; maintains confidential and personnel files; conducts periodic retention and purging of files in compliance with applicable guidelines.
• Prepares reports, correspondence, and memoranda, many of which are highly confidential and sensitive in nature, utilizing word processing software.
• May assign, evaluate, and monitor the work of office support staff.
• Participates in special projects as assigned.

Benefits

• The City of Hialeah Human Resources Department is committed to providing employees an exceptional work environment where through hard work, dedication, and equal opportunity for learning and personal development, employees are able to grow, flourish, and make a difference in our community.
• The Human Resources Department ensures compliance with Federal, State, and local laws, collective bargaining agreements, and City policies, rules and regulations.
• The City of Hialeah is an equal opportunity employer.
• There will not be any discrimination or harassment of any kind on account of age, color, race, religion, sexual orientation, national origin, disability, genetic information, marital or familial status, military service or any of the protected categories.
• The City of Hialeah is a drug and alcohol free employer.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree