Objective To perform a wide variety of general secretarial support to the City Administration Department, including front desk reception, generating various correspondence, reports and documents; scheduling appointments; maintaining records; assisting in researching information; preparing department payroll; providing assistance to the public, employees, City Council and City Staff.

Examples of Duties

Duties and responsibilities include, but are not limited to, the following:

Essential Functions:

Under general supervision, performs standard and technical secretarial duties involving administrative detail, discretionary decision-making and specialized knowledge.

Provides principle secretarial support to the City Secretary and City Manager and may dispose of matters of routine nature at the discretion of the City Secretary; and relieves the City Secretary of operational and administrative duties.

Answer questions and provide information to the public; responds to general information requests, requests for service, and refers to appropriate city department for resolution.

Maintains the department calendar of appointments and activities, makes appointments and arranges for meetings, conferences and assembles established background materials.

Receives, directs and screens Administration telephone calls and visitors.

Schedules travel arrangements and prepares itineraries for department staff as needed.

Performs a variety of general clerical duties including typing and filing.

Monitors and maintains supplies for Administration Department and Building Operations.

Prepares a variety of correspondence, forms, reports, memorandums, agendas, minutes, meeting notices, resolutions, proclamations, ordinances, and press releases as assigned; research information as requested.

Assists in gathering data for special reports and projects.

Serve as payroll clerk for Administration and Information Technology; conduct secondary review of all employee time cards and perform time card data entry for bi-weekly payroll; prepare Personnel Action Forms for employee pay information changes as necessary and submit to the Human Resources Department; serve as liaison to employees for HR and payroll functions.

Prepares purchasing paperwork for Administration Department and Building Operations as necessary.

Prepares, receives, sorts and distributes incoming and outgoing mail and correspondence

Records City Council meetings and performs other City Secretary duties in the absence of the City Secretary.

Works with City Secretary for effective and efficient departmental operations.

Assists City Secretary with issuance of vendor permits and oversight of the Farmers Market.

Assists City Secretary with coordination and oversight of custodial services for City Hall.

Maintains departmental files at the direction of the City Secretary.

Maintains City contracts, grants, construction project records, and other records in coordination with the City Secretary.

Prepares annual general liability and property insurance re-rate information for insurer.

Assists in budget preparation activities and monitoring department budget expenditures.

Performs bookkeeping activities as required.

Assists other departments when called upon and as approved by the City Secretary and/or City Manager.

Helps maintain an efficient office environment.

Assists in coordinating, planning, and organizing city-related functions as assigned.

Serves on internal committees as assigned.

Additional Duties

Perform related duties as assigned.

Typical Qualifications

Knowledge of:

Modern office procedures, methods and equipment.

Computer proficiency in Microsoft Office applications.

Proper public contact and telephone etiquette.

Business letter writing and basic report preparation.

Principles and procedures of record keeping.- English usage, spelling, grammar and punctuation.

Basic mathematical principles.

Purchasing procedures under City guidelines.

Basic bookkeeping practices.

Legal forms, wording and documents.

Computer skills using Windows; Microsoft Office applications, including Word, Excel, Access and Outlook; PDF conversion techniques; Adobe Printshop, and photo editing skills.

Ability to:

Prepare clear and accurate correspondence, documents and reports.

Operate standard office equipment.

Prioritize and organize various assignments in order to produce efficient and effective results.

Type at a speed necessary for successful job performance.

Research a variety of information.

Communicate clearly and concisely, both orally and in writing.

Understand and follow written and oral instructions.

Simultaneously perform a variety of clerical functions.

Provide tactful and appropriate responses to inquiries from the public, and other departments or agencies.

Establish and maintain cooperative-working relationships with those contacted in the course of work.

Experience and Training Guidelines: Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Three to five years of highly responsible clerical experience. Education/Training: Equivalent to the completion of the twelfth grade supplemented by specialized training in clerical or a closely related field. An Associates degree is preferred. License(s)/Certification(s): Possession of or ability to obtain a notary commission. Valid driver license required.

Physical Demands and Work Environment

Physical Demands: The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Regularly required to sit, use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; talk or hear.

Regularly required to stand; walk; stoop, kneel, crouch, or crawl; and talk or hear.

Frequently required to lift and/or move up to 50 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment The work environment characteristics described here are representative of those th

CITY OF GAINESVILLE jobs

Administration Assistant/City Administration