Administrative Assistant

Municipal Technologies LLC•Weston, FL

23d•$45,000 - $55,000•Onsite

About The Position

The Administrative Assistant provides administrative support to staff in a municipal Public Works Department. The role performs a wide variety of administrative tasks requiring independent judgment, including reviewing workflows, processing invoices and work orders, responding to inquiries from residents and contractors, and interacting with the public about Public Works services. The position supports the department’s day-to-day operations and may perform other related duties as needed. The role uses computer applications to enter, research, and verify information; create forms, charts, documents, spreadsheets, and reports; and process service requests, work orders, invoices, and other records in an enterprise asset management or work order system. It also supports department procedures by reviewing documents, obtaining signatures, routing materials, maintaining follow-up, and providing information to other departments. The Administrative Assistant may train new staff on asset management and other operational software, maintain calendars, arrange meetings, and provide call center support during hurricane or emergency operations center activation. The position is in person, Monday through Friday, from 7 a.m. to 4 p.m. Work during emergency situations, such as storm warnings, may be required.

Requirements

High school diploma or equivalent.
A minimum of five years of administrative or executive assistant experience.
Knowledge of Microsoft Office Suite and a Work Order Management System.
Ability to write routine reports and correspondence and read and interpret safety rules, operations and maintenance instructions, and procedure manuals.
Ability to perform basic arithmetic and compute rates, ratios, and percentages, and to draw and interpret bar graphs.
Ability to follow written, oral, or diagrammed instructions and address problems involving several concrete variables in standardized situations.
Ability to sit regularly; use hands or feel; and talk or hear.
Ability to stand, walk, and reach with hands and arms frequently.
Ability to occasionally lift or move up to 10 pounds.
Close vision, distance vision, color vision, and ability to adjust focus.

Nice To Haves

College coursework.
Experience with local government.

Responsibilities

Assist with the day-to-day administration of the Public Works Department and perform responsible administrative duties.
Research, compile, and summarize data when requested.
Screen incoming correspondence and reports, assess their importance, organize them, and handle or forward them as appropriate.
Enter data, research and verify information, create form templates and statistical charts, and run and print reports.
Enter service requests, work orders, invoices, and other documents into an enterprise asset management or work order software system.
Train new staff on existing asset management and other operational software applications.
Answer telephone calls and emails and assist walk-in visitors by providing information, guidance, and forms in a friendly and courteous manner.
Process documents according to applicable procedures, review them for sufficiency, obtain signatures, route documents, maintain follow-up, and provide information to other departments.
Use Microsoft Office to create documents, spreadsheets, and reports, including use of mail merge and other intermediate software features.
Maintain appointment calendars and arrange meetings.
Perform call center duties during hurricane or emergency operations center activation.
Perform other related duties as required.