Administrative Assistant - Parks and Recreation

City of Marco Island Florida•Marco Island FL 34145, FL

16h•Onsite

About The Position

Performs a variety of routine to complex clerical, secretarial and administrative work in keeping official records, providing administrative support to department staff, and assisting in the administration of the standard operating policies and procedures of the department. Work is performed under limited supervision with considerable latitude in the use of initiative. Position relies on experience and exercises independent judgment to determine the best approach by using and interpreting policies and procedures.

Requirements

High school diploma or GED
Three or more years' clerical and administrative experience
Must have a valid Florida driver's license.
Regular in office attendance is required.
Candidate is subject to interview(s), medical testing (including drug screening), and a comprehensive background investigation.
Advanced knowledge of clerical procedures and systems such as managing files and records, and other office procedures and terminology
Advanced knowledge of principles and processes for providing outstanding customer service
Skill in working independently and following through with assignments with minimal supervision
Advanced ability to operate a computer using Microsoft Office products (Word, Outlook, and Excel) and learn to use applicable department and organization specific software
Ability to communicate effectively verbally and in writing
Ability to establish and maintain effective and cooperative working relationships with those contacted in the course of work
Ability to exercise sound judgment and maintain confidentiality regarding critical and sensitive information, records, and reports
Ability to review, compile, and organize forms, documents, and related records for efficient processing and ready retrieval
Ability perform mathematical computations in support of work
Ability to provide exceptional internal and external customer service
Ability to take and record accurate notes
Ability to follow oral and written instructions
Ability to organize work for timely completion
Ability to perform basic cashier duties accurately
Ability to regularly attend work and arrive punctually for designated work schedule

Nice To Haves

Specialized course work in general office practices such as typing, filing, accounting and bookkeeping preferred
Or an equivalent combination of education, certification, training, and/or experience.

Responsibilities

Receives the public and answers questions; responds to inquiries from employees, citizens and others; refers to appropriate department/staff member as needed
Answers phones, routes callers, and provides information as required; refers calls to appropriate department/staff members as needed
Receives and processes documentation pertaining to purchasing, accounts payable, and accounts receivable
Obtains price quotes for potential purchases; submits purchase order requests; research discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures and forwards for payment; processes payments; maintains current balances for department ledger accounts
Inputs data to standard office and department forms; makes postings to accounts; compiles data for various reports
Composes, types, and edits a variety of correspondence, reports, memoranda, and other material ensuring accuracy.
Prepares confidential/managerial reports and documentation.
Scans records into appropriate computer system; conducts records maintenance activities in compliance with guidelines governing record retention
Maintains file system for the assigned area; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files
Serves as liaison between the assigned department and other departments/divisions, staff members, City officials, the public, community leaders, outside agencies, and other individuals or organizations for the distribution and receipt of routine information
Coordinates travel arrangements for staff pertaining to meetings, trainings, and conferences; processes all travel expense reports accordingly
Ensures compliance with all applicable rules, regulations, standards, policies and procedures
Maintains inventories and orders supplies and materials as needed
Attends committee and staff meetings as assigned
Assists with preparation of the various agendas and minutes; makes copies of the documents for public distribution at meetings; posts documentation to City website
May assist with departmental and capital improvement budget preparation; monitors expenditures to ensure compliance with approved budget
May assist in processing documentation pertaining to personnel/payroll functions, review timesheets for accuracy and research discrepancies, and maintain employee rosters and related records
Maintain department website
May receive, time stamp, and distribute incoming mail
May schedule, coordinate, and/or provide staff training