Administrative Specialist II - Planning & Zoning

Town of Jupiter•Jupiter, FL

3d•Onsite

About The Position

The purpose of this classification is to perform secretarial/clerical work associated with processing information and documentation relating to an assigned department/division. This role provides essential secretarial and administrative support, acting as a liaison and performing customer service functions. Specific duties vary depending on the department assignment, including coordinating meetings, travel, purchasing, payroll, and budget monitoring. Additional duties are assigned based on the department, such as managing work orders, software administration, contract administration, permitting, recording secretary duties, training coordination, and handling of specific departmental documentation.

Requirements

High school diploma or GED.
College level course work or vocational training in secretarial science, bookkeeping, and personal computer operations.
Two (2) years previous experience and/or training involving secretarial work, bookkeeping, office administration, customer service, and personal computer operations.
Any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job may be considered a replacement for the experience and college level coursework requirements.
May require possession and maintenance of valid State of Florida Notary Public certification.
When assigned to the Police department: The possession and maintenance of FCIC/NCIC certification every two years may be required.
A valid Florida driver’s license is required.
For application purposes, a valid driver’s license from any state (equivalent to a State of Florida Class E) may be utilized with the ability to obtain the State of Florida driver’s license within thirty (30) days from date of employment.

Nice To Haves

May require possession and maintenance of valid State of Florida Notary Public certification.
When assigned to the Police department: The possession and maintenance of FCIC/NCIC certification every two years may be required.

Responsibilities

Provides secretarial/clerical support for the assigned department/division; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.
Provides secretarial/administrative support for management and/or staff of assigned department/division; relieves management staff of routine administrative tasks; screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response; maintains department calendars and schedules meetings, appointments, or other activities; records and transcribes dictation, meeting proceedings, or other information; types, composes, edits, or proofreads various documentation.
Acts as liaison with other departments/divisions, professional individuals/groups, and the public in matters pertaining to office programs or operations; conveys information among division/department personnel.
Performs customer service functions; answers telephone calls, greets visitors, and assists individuals at front counter; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; provides information/assistance regarding department/division services, activities, procedures, forms, fees, or other issues; distributes forms/documentation as requested; responds to routine questions/complaints and initiates problem resolution.
Coordinates arrangements for various meetings, such as Town Council meetings, board/commission meetings, staff meetings, workshops, or other activities; prepares/distributes agendas and meeting packets; notifies meeting participants of meeting dates/times; coordinates food/beverages, supplies, equipment, and room setup; sets up recording device for meeting proceedings; verifies operation of recorders, microphones, or other equipment; attends meetings; maintains attendance records; records and transcribes minutes as needed; reserves meeting rooms for various meetings.
Coordinates travel arrangements, flight reservations, accommodations, conference registrations, or other travel-related plans for department/division staff; calculates and processes per diem checks.
Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies; conducts periodic inventory counts; maintains records of supply usage.
Processes purchasing documentation; researches products/prices with vendors and obtains competitive price quotes; enters purchase order, field purchase order, and blanket purchase order data into computer system; prepares purchase orders; maintains purchasing records.
Orders flowers/gifts for Town officials, employees, or other individuals in acknowledgement of hospitalization, death in family, or other situations.
Processes invoices for payment; reviews invoices for accuracy, researches discrepancies, reconciles with monthly statements, and assigns proper budgetary code; forwards invoices to Finance Department for payment.
May maintain petty cash fund for assigned area; disburses funds for expenditures as appropriate; ensures proper documentation of expenditures; balances fund and prepares reconciliation reports; requests reimbursements as needed.
Processes payroll documentation; reviews timesheets for accuracy and completeness; makes calculations and researches discrepancies; enters payroll data into computer for payroll processing; maintains attendance records and processes payroll corrections as needed.
Assists in preparing and/or monitoring budget for area of assignment; monitors status of expenditures in relation to available funds in budget accounts; prepares budget transfer forms.
Operates fax machine to send/receive documentation; transmits faxes on behalf of department/division staff; distributes/delivers incoming faxes to appropriate personnel.
Copies/scans and distributes forms, reports, correspondence, and other related materials.
Processes incoming/outgoing mail; sorts, opens, and distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; prepares outgoing mail; assists with preparation of bulk mail-outs and surveys.
Maintains file system of various files/records for the department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; purges, shreds, or destroys confidential or obsolete documents; conducts records maintenance or destruction activities in compliance with guidelines governing record retention.
Maintains current lists, forms, manuals, binders, catalogs, reference materials, and other resources.
Conducts research of department files, computer records, database files, manuals, Internet resources, or other resources as needed.
Types, composes, prepares, or completes various forms, reports, correspondence, logs, notices, checklists, schedules, calendars, purchase orders, check requests, budget documents, meeting minutes, status reports, project reports, statistical reports, charts, spreadsheets, presentations, or other documents.
Receives/composes various forms, reports, correspondence, time sheets, attendance records, purchase requisitions, invoices, budget reports, meeting minutes, presentations, notices, log, police reports, plans/drawings, policies, procedures, codes, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, desktop publishing, presentation, financial system, optical scanning, calendar, email, Internet, or other programs.
Performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; provides operational support to system/equipment users; coordinates service/repair activities as needed.
Attends various meetings as needed.
Maintains confidentiality of departmental issues and documentation.
Communicates with supervisor, employees, other departments, Town officials, vendors, contractors, consultants, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Additional duties when assigned to the Engineering & Public Works Department: Receives incoming service requests from residents, other divisions, other departments, contractors, or other individuals; enters service request data into computer to produce work orders. Generates work orders; distributes work orders to division work crews; schedules maintenance inspections; receives completed work orders from work crews; enters pertinent data from work orders into computer; reviews backlog reports to identify or research status of outstanding work orders; closes completed work orders and maintains records. Generates or prepares various work order reports; develops quarterly public works work summary reports and submits to department management; prepares productivity and utilization reports to track hours applied to work orders and each section's percentage of utilization; prepares available hours reports to track available hours for work order production. Perform department administrator duties for the Lucity software. Provides software training of departmental specific software; provides one on one training as needed. Assists with safety training coordination and scheduling; tracks attendance and produces reports. Tracks employee held certification/licenses; maintains files and database records of certification/licenses; tracks expiration dates and schedules required training for employee to maintain active certification/licenses. Assists with contract administration; monitors department maintenance contracts to ensure compliance with terms of contract; monitors and/or inspects work performed by contractors; follows up with contractors to resolve deficiencies; meets with contractors when needed; maintains files of maintenance contracts. Acts as liaison to Risk Management for damage to Town Property; documents associated costs, obtains police reports, photos, price quotes for repairs; composes memo of total costs of repairs; forward documentation to Risk Management for possible reimbursement of damage related costs. May serve on the Town’s Safety Committee. Handles permitting for the department and is knowledgeable in using the Town’s permitting software.
Additional duties when assigned to the Planning and Zoning Department: Performs recording secretary duties for the Historic Resources Board.
Additional duties when assigned to the Police Department: Coordinates annual in-service training topics, schedules in-service trainings, registers staff for advanced training courses, and acts as a training assistant to the training coordinator. Sends training announcements, prepares rosters, reviews lesson plans, and manages course evaluations. Prepare and process filing packets of arrests; verifies accuracy of documentation and signatures; forward packets to the Office of the State Attorney as appropriate. Ensures town-wide trainings are completed within the Police Department and tracks required training for staff. Enters training into necessary systems and provides training information to other departments/individuals as necessary. Maintains department-wide training records and FDLE training requirements. Maintains an understanding of the Florida Sunshine Laws. Coordinates and schedules extra duty details for police personnel.
Additional duties when assigned to the Utilities Department: The Utilities Administrative Specialist Team is cross-trained on various responsibilities unique to each Division (Utilities Administration, Water Plant, and Water/Stormwater Field Operations). Utilities Administration: Assists management with issuing consultant and continuing services contract work orders; prepares correspondence for work order authorizations and adjustments; maintains tracking system of work orders; processes invoices for payment; reviews and researches discrepancies. Preparation and distribution of bulk mailings/surveys. Manages and coordinates the Town’s participation in the annual Florida Section of the American Water Works Association (FSAWWA) Drop Savers Poster Contest including providing contest details to local schools, soliciting sponsorships from local businesses, poster judging, submission of winners to the FSAWWA, preparing prize packages, planning and facilitating the awards reception; and developing/monitoring the special activity budget. Updates and edits the Utilities Hurricane Plan, annually. Creates, edits, distributes, mails, various Utility informational materials including the annual Consumer Confidence Report, presentations, brochures, and flyers. Monitors the Water Treatment Facility access gate; grants and denies access as appropriate. Assists the Utilities Special Projects Coordinator with general contract administration functions as needed, including contract preparation, contract documentation, conducting public bid openings, contract file management. Assists with managing the cross-connection control/backflow prevention program; duties may entail daily account maintenance, contacting customers, monthly mailings/notices, and door cards. Water Plant: Updates and edits the Utilities Hurricane Plan, annually. Creates, edits, distributes, mails, various other informational materials including the annual Consumer Confidence Report, presentations, brochures, and flyers. Assists with preparation of various applications for annual award documents; duties may entail tracking submission deadlines, updating prior year applications, drafting new applications, gathering of related information, photography/graphics for inserts, graphs, tables, text, and making submission of completed applications. Assists the Asset Management and Purchasing Specialist with support tasks related to asset management and purchasing for the Utility. Assist management with creating, editing, and distributing Standard Operating Procedures and other training materials for water plant equipment, policies, processes, etc., including creation of related training videos and manuals. Monitors the Water Treatment Facility access gate; grants and denies access as appropriate. Water/Stormwater Field Operations: Assist with administration of the Stormwater Utility’s grant programs; create, edit, and distribute correspondence, letters, and grant agreements, resolutions; track status of grants and HOA reimbursement requests, process reimbursements. Assist with managing the cross-connection control/backflow prevention program; duties may entail daily account maintenance, contacting customers, monthly mailings/notices, and door cards. Assist with oversight of the Utility Field Office (UFO) water-filling station; duties may entail tracking usage, contacting customers, and/or transmitting monthly usage to the Utilities Billing Office for collection of payment Assist with maintaining and tracking of Equivalent Runoff Unit’s (ERU) and collection of fees for stormwater projects; research of project information, as needed.
Performs notarization of documents as needed.
Performs general/clerical tasks, which may include making copies of audio tapes of meeting proceedings or delivering mail/documentation to personnel.
Assist other employees or departments as needed.
Performs other related duties as required.