Administrative Assistant I (Part-Time)

City of Hollywood, Florida • Hollywood, FL

1d • Onsite

About The Position

Under direction of an administrative superior, performs a wide variety of generalized clerical and administrative work. Knowledge of the department and excellent keyboard skills are crucial to this position. Duties may include secretarial tasks and public contact work. Incumbents must use discretion in decision making and policy interpretation. Work is reviewed through conferences and written reports for results obtained and adherence to established policies and procedures.

Requirements

• High School Diploma or GED; supplemented by four (4) years of responsible secretarial experience including use of computers and standard software applications such as Word or Excel.
• An excellent keyboard skill is a must.
• Valid Driver’s License: With proof of automobile insurance
• Background Check: Must have an acceptable background record
• Driving Abstract: Must have an acceptable driving record
• Knowledge of modern office terminology, methods, practices and procedures.
• Knowledge of modern information systems and software.
• Knowledge of business English and arithmetic.
• Knowledge of departmental and municipal rules, regulations, policies, and procedures.
• Skills in the use of modern office equipment.
• Skill in communicating information tactfully and impartially.
• Ability to understand and follow complex oral and written instructions.
• Ability to establish and maintain effective working relationships with fellow employees, superiors, subordinates, and the general public.
• Ability to make decisions and interpretations in accordance with established rules, policies, and procedures.
• Ability to ensure confidentiality in matters related to the collective bargaining process.
• Ability to establish and maintain effective and professional relationships with work colleagues, supervisors, managers and the public.

Nice To Haves

• Associate Degree or college level course work in business, public administration, computer applications or any related field; an equivalent combination of training and experience may be substituted for the above requirements
• Administrative/Secretarial Certifications, Certified Professional Assistant Certification, Microsoft Word Basic/Inter Microsoft Word Advanced, Microsoft Outlook Microsoft Excel Intermediate, Microsoft Excel Basic/Inter, and Notary License.

Responsibilities

• Requisitions supplies and equipment; prepares budgets and payroll, checks operating reports for accuracy and conformance to policies and standards; and updates publications.
• Types correspondence, invoices, statements, reports, and other materials from copy or notes; composes and types letters, memoranda, minutes, notices, and other correspondence.
• Oversees the processing of various departmental records transactions including employee personnel action forms, purchase orders and requisitions.
• Operates a computer, photocopier, printer, calculator, facsimile machine, and other office equipment as required.
• Maintains specialized manual or automated filing systems.
• Maintains supervisor’s and other department personnel’s appointment calendars as required.
• Responds to telephone or in-person inquiries; greets the general public; provides information on departmental services and functions; directs callers.
• Researches, collects, and compiles data for administrative reports.
• Gathers information on projects from departments and offices; edits and proofreads the information submitted.
• Prepares reminders to departments and office staff, and requests updates on projects and events as needed.
• Prepares agenda items and minutes for department related meetings or committees.
• Oversees special projects as required or requested by supervisor.
• Oversees department inventory and archives correspondence in accordance with record retention specifications.
• Prepares and submits payroll for department as needed.
• Effectively and positively represents the city in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
• Establish and maintain effective and professional relationships with work colleagues, supervisors and managers.
• Performs related work as required for this position description only.

Benefits

• Low cost health insurance (Medical, Dental, Vision)
• Flexible Spending Plans
• 4-Day Work Week
• Award Winning Wellness Program
• Generous Paid Time Off Program inclusive of 13 Paid Holidays, Vacation Leave, Personal Leave, and Sick Leave
• Federal Student Loan Forgiveness Program (for employees with 10 years of public service and on-time payments)
• Pension plan

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED