ADMINISTRATIVE ASSISTANT- City Clerk

City of Opa Locka•Opa Locka, FL

5d•Hybrid

About The Position

Under the supervision and direction of the City Clerk, this role provides general administrative support to the Office of the City Clerk and Mayor/Commission. The position involves performing various administrative tasks, including managing correspondence, filing, preparing for meetings, scheduling appointments, and handling citizen inquiries and complaints. A key responsibility is opening and closing the office, ensuring proper coverage when away from the front desk. The role also includes preparing purchase requisitions, managing mail, filing official documents electronically, ordering office supplies, and processing Public Records Requests. Additionally, the Administrative Assistant supports the City Clerk in implementing records retention programs, maintaining visitor logs, and assisting with the preparation and distribution of Commission agenda packets and public notices. The position requires providing quality customer service to staff, the public, and city officials.

Requirements

Considerable knowledge of modem office practices and procedures.
Knowledge of office equipment.
Ability to compose, type and proof read routine correspondence.
Give sound judgment and the ability to make minor decisions in accordance with city and departmental policies.
Ability to establish and maintain effective working relationships with employees, supervisors, other departments, officials and the public.
Considerable knowledge of the use of computers for varied applications.
Ability to communicate effectively verbally and in writing.
Ability to write clear and concise reports, memoranda, directives and letters
Ability to exercise judgement and initiative in the performance of work
Must be able to work independently
Maintain strict confidentiality of privileged information
High school education including or supplemented by secretarial or business courses and considerable responsible experience in a variety of secretarial assignments relative to municipal functions.

Responsibilities

Performs administrative work for the Offices of the City Clerk and Commission, including answering phones, typing correspondence, filing, copying, meeting preparation, scheduling appointments, complaint handling and tracking.
Assists in the transcription of City Commission meeting minutes, as needed.
Responsible for opening and closing the Office.
Arranges for proper coverage when away from front desk.
Assist citizens/residents with complaints/concerns; provides information to the public; answers questions; transfers calls, and takes messages as appropriate.
Prepares all purchase requisitions/check requests for the office.
Manages all incoming and outgoing mail.
Filing of resolutions, ordinances, contracts, etc. into the City’s electronic filing system.
Ordering and stocking of all office supplies.
Handling and routing of all Public Records Request and maintaining a log of same.
Assists the City Clerk and other departments with enhancement and implementation of a comprehensive City records retention and disposition program in accordance with State records schedules and municipal requirements.
Assists with determining proper categorization of records, location for optimal access, most effective form of retention and process records appropriate for disposition.
Maintain visitor sign in log at the front desk.
Provides quality customer service to City Staff, the general public, and all city officials and employees.
Assists City Clerk in preparation and finalizing of Commission agenda packets and their distribution.
Assists with the posting and emailing of public notices.
Performs related duties as assigned by the City Clerk.