Administrative Assistant

City Of Pensacola • Pensacola, FL

414d • $45,198 - $69,410

About The Position

The Administrative Assistant position at the City of Pensacola involves providing experienced clerical support within the Parks & Recreation department, specifically focusing on accounts payable functions. The role requires independent judgment and the ability to manage various administrative tasks, ensuring compliance with relevant laws and regulations while maintaining effective communication with the public and other employees.

Requirements

• Graduation from high school or equivalent.
• Four years of experience providing clerical assistance with daily office operations, or a combination of education, training, and/or work experience equal to or higher than the requirements listed.

Nice To Haves

• Knowledge of entry-level bookkeeping and accounting principles.
• Ability to perform complex mathematical computations accurately.
• Ability to organize and interpret data and write reports in various formats.

Responsibilities

• Oversees and coordinates one functional area of a large department/division or several functions for a smaller department/division, including payroll, budget, purchasing, and accounts payable.
• Processes invoices, including creating, tracking, and revising purchase orders and requests for payments, as well as sending and receiving payments to reconcile accounts.
• Assists with budget preparation, including processing budget transfers.
• Maintains, creates, and modifies spreadsheets, records, and reports to track inventory, log payments, and monitor project statuses.
• Prepares and processes travel requests, personnel action forms, payroll, and other employee-related documentation.
• Monitors, logs, and assists with required reporting and oversight of grants received by assigned functional areas.
• Receives and responds to requests from the public and other employees regarding information related to functional areas.
• Drafts and processes various correspondence, including memos, work orders, and meeting transcriptions.
• Oversees and coordinates work completed and compliance of vendors related to bid processes, service contracts, and agreements.
• Orders supplies, tracks inventory, and maintains files and reports associated with daily operations.

Benefits

• Competitive hourly wage based on experience and knowledge.
• Opportunities for professional development and training.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Utilities
• Education Level: High school or GED