Job Details
Job Location City Hall – Madeira Beach, FL
Position Type Full Time
Salary Range$17.46 – $27.50
Description
Job Description
General Role and Responsibilities
Under the direction of respective Department Director or designee, the Administrative Assistant provides clerical support to the respective City Department:
- Provides information and assistance to residents and other members of the public.
- Familiarity with office programs including Word, Excel and Publisher.
- Answers telephone, routing calls, retrieving/taking and distributing messages for department.
- Scheduling meeting and coordinating necessary documents, equipment, etc.
- Files correspondence, forms, documents, reports, purchase orders and other miscellaneous documents.
- Records and types minutes of meetings as required.
- Orders, researches, and obtains quotes and inventories supplies and equipment; prepares purchase orders for Department Director approval.
- Reviews invoices for receipt of goods and services and verifying appropriate charges.
- Prepares, submits and reconciles purchase orders and other financial transactions.
- Maintains various administrative records in compliance with records retention requirements.
- Other duties as assigned.
Department Specific Role and Responsibilities
- Prioritizes work according to departmental deadlines.
- Respond to all inquiries and convey to the general public specific requirements for the business classifications and sub-classifications governed by City ordinances and state statute.
- Inform applicants to see zoning for information relating to the City’s sign code regulations on the city website.
- Manage annual certification memberships, dues and continuing education requirements for department personnel.
- Coordinate with the appropriate parties for the delivery and review of material for the local planning agency and possess the ability to upload the agenda onto I-Compass.
- Provide assistance to Special Magistrate, Code Enforcement, Variance, and Special Exception Hearings.
- Prepare and manage confidential materials and correspondence such as letters, memoranda, reports, affidavits, and other materials
- Manages the Department web page.
- Receives, sorts, analyzes, summarizes and produces material for the countywide coordination of the FEMA Community Rating System program.
- Experience in permitting or other regulatory environment, such as a law office is preferred.
Miscellaneous Duties and Responsibilities
- Perform Notary duties as needed.
- Maintain departmental office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies for payment.
Qualifications and Education Requirements
High school graduate (or GED equivalent) with course work in rated office processes and procedures. This position also requires basic knowledge of office management and organizational skills. Adaptability and time management are also essential since. Previous experience as administrative assistant or senior clerical with at least two years experience in position of responsibility. The applicant must have demonstrated the ability to perform job functions listed, either through related experience or specialized training.
Knowledge, Skills and Abilities
Knowledge of administrative and clerical procedures and systems.
Ability to establish and maintain effective working relationships with the public and other City employees and subordinates.
Ability to deal with the public effectively, courteously, and tactfully.
Ability to analyze administrative problems, to make sound recommendations for solutions and to prepare effective work procedures.
Ability to express oneself logically and concisely, orally, and in writing.
Familiarity with graphic design programs preferred.
Additional Notes
Physical Requirements – This job requires 85% of the workday sitting at a desk with 15% of the time spent walking, bending, stooping, twisting, turning, and occasionally lifting weight under 25 lbs.
Eye-hand coordination is required for the use of calculators, computers, fax and copy machines.
Ada Compliance
The City of Madeira Beach, Florida is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, and will provide reasonable accommodations to qualified individuals with disabilities and encourage both prospective and current employees to discuss potential accommodations with the employer.
The statements noted above are intended to describe the general nature and level of work being performed and are not to be construed as a comprehensive list of responsibilities, duties and skills required. These statements are subject to change at the discretion of the employer.
Posting is open until filled
