Administrative Aide Confidential

City of Hialeah Municipal Government•Cocoa, FL

1d•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 the use of independent judgment and personal initiative, understanding and applying departmental rules and policies, and prioritizing work. The aide will independently prepare correspondence and memoranda, analyze situations, meet deadlines, and respond to public inquiries. The position requires operating modern office equipment, communicating clearly, and establishing effective working relationships. Key responsibilities include providing complex and confidential administrative support, data processing, proofreading reports, interacting with City officials and the public, screening callers, managing calendars, maintaining various records including confidential and personnel files, and preparing sensitive reports. The role may also involve assigning, evaluating, and monitoring the work of office support staff and participating in special projects.

Requirements

A minimum of two years of college from an accredited school/institution, with course work in Public or Business Administration or a related field.
Two years of experience in an administrative support capacity, preferably as an assistant for an executive in a governmental agency.
Working knowledge of the principles and practices of public or business administration; planning, programming, and budgeting.
Ability to identify, define, and analyze problems or issues, and make sound and effective policy and procedural recommendations as to the solution(s).
Ability to effectively express ideas orally and in writing, to the public and City Staff.
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.
Ability to assign and instruct individuals engaged in the work of the department.
Ability to establish and maintain cooperative and effective working relationships with other employees and department heads.
Ability to 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.
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.

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.