Administrative Assistant for D&C

Lake City, City of•Lake City, FL

7d•Onsite

About The Position

This is a highly responsible administrative work in assisting supervisors in the performance of managerial duties. The role involves preparing time sheets, compiling and tracking project hours, processing payroll and invoices, preparing documents, composing letters, and maintaining office files, reports, and technical information. The Administrative Assistant will also type correspondence, process and code invoices, assist with training, prepare publicity materials and press releases, and act as a liaison between the City and the public. Research, data analysis, and coordination with City departments on cross-departmental issues are also key functions. The position requires creating and maintaining project files, managing appointment calendars, screening calls, and responding to citizen inquiries. Additionally, the role involves coordinating and participating in special events, assisting with the annual budget preparation and fund monitoring, attending City Council and other meetings to gather information and provide administrative support, taking minutes, and ordering/maintaining office supplies. Communication skills, including preparing slides and graphic materials, are essential.

Requirements

High school graduate or possess a General Education Diploma (GED)
Three (3) years of experience involving secretarial/clerical duties including the operation of a personal computer, keyboard, or similar data entry equipment
Must possess a valid Florida Operators Driver’s License.
Knowledge of modern business management and the principles and practice of public administration or related field.
Knowledge of sources of information related to problems of local government
Ability to write and produce clear and concise reports, publications, memoranda and letters
Ability to develop and maintain effective working relationships with media representatives, and with department personnel
Ability to communicate clearly with the general public
Ability to work with all levels of city personnel tactfully and courteously
Ability to meet multiple deadlines
Ability to research and analyze data, situations, and to make recommendations
Ability to work with a variety of financial reports and data
Ability to interpret and communicate city policies and procedures, and ability to solve problems and be detail oriented
Ability to communicate clearly in both verbal and written form
Ability to remain courteous in stressful situations
Uses small office equipment, including copy machines or multi-line telephone systems.
Uses computers for word processing and/or accounting purposes.
All employees must possess knowledge of general written standards and procedures utilized, and have the ability to read, interpret, and follow procedural and policy manual related to the job tasks.
Ability to respond to supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with stated policies
Be appropriate groomed and attired so as to present a professional image in accordance with the organization’s mission, goals, and policies
Report for work promptly and properly prepared at the time and place required by the assignment or orders
Notify the appropriate supervisor of intended absences in accordance with stated rules
Conform with standards and rules regarding use of accrued time
Demonstrate a polite, helpful, courteous, and professional image when engaged in any activity with the public
Operate and care for equipment to manufacturer’s specifications and/or within the specified parameters and in accordance with policies
Demonstrate an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues.

Responsibilities

Prepares time sheets, compiles, calculates, and tracks project hours.
Prepares and processes payroll and invoices for the department.
Prepares documents, composes letters, and maintains office files, reports and technical information.
Types correspondence for director and all supervisors.
Processes invoices, codes and checks for accuracy, and posts on ledger.
Assists with training of directors and other key personnel.
Prepares and coordinates material for publicity, press releases and provides liaison between the City and public daily on various topics.
Performs research, analysis data, coordinates with City departments on cross-departmental issues affecting the City.
Creates and maintains project files and departmental records.
Maintains appointment calendars and schedules appointments.
Receives and screens calls and refers calls to other employees.
Communicates with citizens and responds to inquiries regarding the operation of the City.
Coordinates, plans, and participates in special events, awards, activities and programs as to promote and coordinate activities in the City.
Assists in preparation of the Department’s annual budget and monitoring of funds by collecting information, researching specific resources.
Attends City Council meetings, conferences, committee, and staff meetings to gather information and provide administrative assistance.
Takes notes and minutes of meetings and functions as required.
Orders and maintains office supplies and other departmental materials.
Communicates clearly and professionally in person, by telephone and in writing, prepares slides, flip charts and other graphic materials necessary to convey concepts and ideas.