Administrative Assistant - Development Services

Homestead, City of•City Hall, FL

5d•Onsite

About The Position

This position assists in overseeing the day-to-day operations of the department, which involves processing payroll, preparation of government reports, maintenance of filing systems, assisting with contracts, the department budget, time cards, typing correspondence, and any other related duties as required by the department. The work requires the application of independent judgment, as well as clerical, receptionist, and secretarial abilities. A working knowledge of the principles and practices of modern public administration is necessary, along with skill in the operation of a personal computer, telephone, copy machine, scanner, and general maintenance of records. The ability to maintain an effective working relationship with employees, supervisors, other departments, officials, and the public, as well as communicate effectively both verbally and in writing, is essential.

Requirements

Bachelor’s degree in Business Administration, Public Administration, or a related field is required.
Minimum of two (2) years prior administrative, secretarial, or receptionist experience in a municipal, legal, or business office environment.
Proficiency in the use of Microsoft Office software applications, i.e. Word, Excel, etc.
Must be able to understand and comprehend written and verbal instructions.
Must possess a valid state of Florida driver's license with a clean driving record.
Must pass a background screening process.
The employee must successfully pass a background screening process and comply with the City’s Drug-Free Workplace policy.
The City will also verify the identity and employment authorization of individuals hired so the proper completion of Form I-9 is required, which includes the employee providing documents evidencing identity and employment authorization.

Nice To Haves

An equivalent combination of High School Diploma, training, and at least 10 years of experience that provides the required knowledge, skills, and abilities may be considered in lieu of the stated education and experience requirements. Substitution will be evaluated on a case-by-case basis to determine relevance and comparability.

Responsibilities

Provides administrative assistance to the Director of Development Services, Building Official, and Planner.
Composes and prepares assigned and routine correspondence, as well as reports, forms, memos, etc.
Types, creates, and maintains files for order and retrieval, answers phones, processes letters, and all other department correspondence and documentation.
Researches and compiles information pertinent to departmental needs including charts and spreadsheets.
Opens, sorts, and routes incoming mail; prepares outgoing mail.
Attends workshops related to administrative duties and responsibilities.
Prepares reservations and travel arrangements for travel, training, and maintenance of certifications.
Prepares purchasing authorization and documentation following prescribed financial procedures; prepares requisitions for Departmental approval, prepares FPO’s, ISR’s, Budget Transfers, payment requests, etc.
Collects time cards and transfers information to correct forms, forwards to appropriate department.
Enters information into Mainframe computer system.
Organizes and schedules meetings and events.
May perform other job-related duties as assigned by the Director.