Senior Administrative Assistant

City of Vero Beach•Vero Beach, FL

4d•Onsite

About The Position

Under limited supervision, performs high level administrative and secretarial assistance for a department director; ensures flow of accurate information in a timely efficient manner; and performs related duties as assigned. The following duties have been provided as examples of the essential types of work performed by positions within this job classification. Management reserves the right to add, modify, change or rescind work assignments as needed.

Requirements

Knowledge of the City's governmental organization, and departmental policies and procedures.
Knowledge of standard office principles and procedures.
Knowledge of the capabilities and functions of standard and specialized software applications including word processing, databases, spreadsheets and presentations.
Knowledge of basic math and accounting principles.
Knowledge of principles of business English, grammar and punctuation and composing, handling, and responding to written correspondence at an upper management level.
Knowledge of principles of effective customer service and telephone etiquette.
Knowledge of record keeping/file maintenance practices and procedures.
Ability to prioritize competing demands to ensure work is completed in a timely manner.
Ability to use of various office machines including phone, fax, copiers, calculators and in operating personal computers and Microsoft Office applications.
Ability to accurately code, record, retrieve and verify information and to maintain confidential information.
Ability to coordinate calendars, appointments, room assignments, etc.
Ability to utilize public relations techniques in responding to inquiries and complaints.
Ability to establish and maintain effective working relationships with those contacted in the course of work.
Ability to communicate effectively, both orally and in writing.
Post secondary education in Office or Computer Systems Technology, Business Administration or related field and five (5) years of secretarial or office management experience at the management level; or an equivalent combination of training and experience.
An Associate's degree in Office or Computer Systems Technology, Business Administration or related field may substitute for one (1) year of the required experience.

Nice To Haves

Some positions may require a valid Florida Drivers' License.

Responsibilities

Performs variety of routine and complex secretarial duties for a department director.
Maintains confidential records and reports for department.
Maintains schedules, completes travel arrangements and processes travel requests for advances or reimbursement.
Maintains and tracks budgetary expenditures, processes invoices and budgetary expenditures.
Responds, records and/or routes incoming telephone calls, e-mails, or walk-ins.
Composes, types, transcribes, and edits a variety of correspondence, reports, memoranda, and other material from written draft, tape or dictation.
May transcribe minutes and dictation requiring the understanding of complex terminology.
Establishes and maintains accurate records and files.
Assists in preparation and assembly of City Council agenda items.
Reviews office procedures and work processes; and recommends changes in procedures and processes to improve customer service and operational efficiency.
Interprets City ordinances, regulations and codes for employees and the general public.
Prepares reports summarizing business operations within the office and generates other periodic or ad hoc reports as required.
May oversee the operations of an office to include supervising staff.
Sets work priorities, supervises, motivates and evaluates the work of assigned staff.
Evaluates workloads, assignments, and resolves interpersonal conflicts among staff.
Trains staff in proper procedures, processes and customer service principles.
Responds to inquiries and requests.
Performs duties of co-workers as assigned to ensure continuity of operations during absences.