Administrative Assistant (Temporary / On-Call)

City of Hollywood, Florida•Hollywood, FL

7d•Onsite

About The Position

The City of Hollywood is seeking individuals for its temporary employee pool as an Administrative Assistant. This role is ideal for those new to the workforce, re-entering, or looking to gain new skills. As a temporary employee, you will gain firsthand knowledge of the organization's mission, showcase your talents, and serve the community. Assignments are temporary, on-call, non-remote, and of varying timeframes. Under the direction of an administrative superior, you will perform a wide variety of generalized clerical and administrative tasks. These assignments can range from general clerical duties to more complex administrative duties, including policy interpretation, budget preparation, and data analytics, requiring some discretion and decision-making. Interaction with the public via telephone and/or in-person may be necessary. Work is reviewed through conferences and written reports for results obtained and adherence to established policies and procedures.

Requirements

Must be available for temporary, on-call, non-remote, assignments of varying timeframes.
High School Diploma or GED; supplemented by a minimum of two (2) years of responsible clerical and administrative experience including use of computers and standard software applications.
Some positions may require special education or training in a technical job-related field of study.
Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements.
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 verbal and written instructions.
Ability to establish and maintain effective professional working relationships with colleagues, supervisors, managers, 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.

Nice To Haves

Administrative/Secretarial Certifications
Certified Professional Assistant Certification
Microsoft Word Basic/Intermediate
Microsoft Word Advanced
Microsoft Outlook
Microsoft Excel Basic/Intermediate
Notary License

Responsibilities

Prepares correspondence, invoices, statements, reports, and other materials from copy or notes; composes letters, memoranda, minutes, notices, and other correspondence.
Responds to telephone or in-person inquiries; greets the general public; provides information on departmental services and functions; directs callers.
May oversee the processing of various departmental records transactions including employee personnel action forms, purchase orders and requisitions.
Requisitions supplies and equipment; may assist in the preparation of budgets and payroll, checks operating reports for accuracy and conformance to policies and standards; and updates publications.
Operates a computer, photocopier, printer, calculator, 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.
May be required to research, collect, and compile 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.
May prepare agenda items and minutes for department related meetings or committees.
May oversee special projects as required or requested by supervisor.
May oversee department inventory and archives correspondence in accordance with record retention specifications.
Organizes and submits travel documents for department personnel.
May prepare and submit payroll for the 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.
Establishes and maintains effective and professional relationships with work colleagues, supervisors and managers.
Performs related work as required for this position description only.