Administrative Assistant (Public Affairs)

City of Doral•City of Doral, FL

17h•Onsite

About The Position

Performs advanced secretarial and administrative work for the specified Department Head. This position is classified as an exempt, full-time position with a 40 hour work-week. Essential Functions: Performs advanced secretarial and administrative work including, but not limited to transcribing correspondence such as letters, memoranda, general orders, rules and standard operating procedures. Greets and assists visitors, answers the phone and directs calls; and responds to general department inquiries. Opens, sorts and routes all correspondence to appropriate departmental personnel. Performs clerical duties such as scanning, filing, and managing office records and assisting in the work of the department as assigned by the Department Head. Files documents, drafts emails and answers telephone calls. Performs Cashier duties as requested. Coordinates meetings, prepares agendas and if necessary takes minutes and distributes to staff. Manages, updates Department Head's calendar, screens phone calls, and prepares email responses, memorandums and/or letters upon request. Provides coverage to departmental main phone line and ensures coverage at all times. Manages department common area and storage room to ensure they are presentable and organized at all times. Takes dictation and transcribes administrative correspondence through verbal dictation and/or the use of a dictating machine or similar recording equipment. Assists in the coordination of departmental budgets and other finance related activities. Orders supplies and equipment. Uses financial software to track purchase orders, invoices and requisitions for supplies. Maintains the departments' document imaging process, including the coordination of the imaging process, the storage of images, and the assurance of the integrity of documents. Develops and maintains the departments' record management system including the retention schedule for documents. Additional Duties: Performs other related work as required.

Requirements

An Associate's degree from an accredited college in Public Administration, Business Administration or related field.
Three (3) years' experience in the performance of general secretarial and clerical work.
Must possess a valid driver's license.
Must be fluent in the English language.
Considerable knowledge of modern office practices and procedures.
Must be computer literate with knowledge of Microsoft Word, Publisher, Power Point, Excel, WordPerfect or a similar program.
Ability to accept, receive and/or collect payments.
Ability to prepare and/or process purchase orders.
Ability to be held accountable for inventory/property management.
Ability to make recommendations that impact the budget.
Ability to manage the budget within assigned unit/division.
Ability to determine allocation of budget among departments/divisions.
Ability to manage the budget within assigned department.
Ability to use small office equipment, including copy machines or multi-line telephone systems.
Ability to use computers for data entry.
Ability to create plans for and guide implementation of new technology systems.
Ability to get along with others and work effectively with the public and fellow workers.
Ability to meet and deal with the public and co-workers in an effective and courteous manner.
Ability to deal with confidential and sensitive matters.
Must be a non-smoker.

Nice To Haves

Ability to communicate in Spanish is a plus.

Responsibilities

Performs advanced secretarial and administrative work including, but not limited to transcribing correspondence such as letters, memoranda, general orders, rules and standard operating procedures.
Greets and assists visitors, answers the phone and directs calls; and responds to general department inquiries.
Opens, sorts and routes all correspondence to appropriate departmental personnel.
Performs clerical duties such as scanning, filing, and managing office records and assisting in the work of the department as assigned by the Department Head.
Files documents, drafts emails and answers telephone calls.
Performs Cashier duties as requested.
Coordinates meetings, prepares agendas and if necessary takes minutes and distributes to staff.
Manages, updates Department Head's calendar, screens phone calls, and prepares email responses, memorandums and/or letters upon request.
Provides coverage to departmental main phone line and ensures coverage at all times.
Manages department common area and storage room to ensure they are presentable and organized at all times.
Takes dictation and transcribes administrative correspondence through verbal dictation and/or the use of a dictating machine or similar recording equipment.
Assists in the coordination of departmental budgets and other finance related activities.
Orders supplies and equipment.
Uses financial software to track purchase orders, invoices and requisitions for supplies.
Maintains the departments' document imaging process, including the coordination of the imaging process, the storage of images, and the assurance of the integrity of documents.
Develops and maintains the departments' record management system including the retention schedule for documents.
Performs other related work as required.