City of Kissimmee
ADMINISTRATIVE ASSISTANT III - PARKS
City of Kissimmee, Kissimmee, Florida, United States, 34747
ADMINISTRATIVE ASSISTANT III - PARKSAdministrative Assistant IIIClassification Title: Administrative Assistant IIIDepartment: Parks and RecreationPay Grade: 11FLSA Status: Non-Exempt
General Statement of JobUnder direct supervision of the Financial Analyst, performs specialized administrative/secretarial work for manager/senior/executive level or for coordinating administrative functions of work units within the assigned department and manages the recreation software for the department.
Work involves performing routine secretarial functions, performing bookkeeping functions, processing departmental documentation/information, typing/preparing documents, answering telephone calls, providing customer service, and maintaining files/records. Work also involves coordinating meetings and providing administrative support for boards/ committees, researching and compiling data, performing routine analysis of operational data from recreation management software, to assist department staff, and ensuring compliance with routine reporting requirements.
Specific Duties and Responsibilities
Essential Functions:Coordinates and provides administrative/clerical support for a manager/senior/executive level; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures; works with and provides guidance and assistance to administrative/clerical staff assigned to divisions or work units within the department to ensure uniform and cooperative work efforts.
Provides secretarial/administrative support at a senior or executive level for management and/or staff of assigned department/division; relieves management staff of routine administrative tasks; screens telephone calls, mail, and other communications and initiates appropriate action/response; records dictation; types, composes, edits, or proofreads correspondence on behalf of management staff; records and/or transcribes correspondence, statements, minutes, or other information; keeps management informed of significant matters, messages, documentation, or other information.Serves as liaison between the assigned department and other departments/divisions, staff members, City officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; circulates documentation to appropriate departments.
Maintains calendar/schedule of activities for assigned department/division; schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; updates calendar on a regular basis and notifies parties involved of changes.
Coordinates arrangements for various meetings: notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; maintains records.
Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; responds to requests for service/assistance; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary; relays calls/messages via two-way radio.
Performs customer service functions in person, by telephone, or by mail; provides information or assistance regarding department/division/City services, activities, forms, procedures, fees, or other issues; receives and/or disseminates forms/documentation; responds to routine questions/complaints, researches problems, and initiates problem resolution; refers complaints/problems to appropriate personnel.
Receives sums of money in payment of various fees, fines, deposits, or services; records transactions, issues receipts, and forwards revenues as appropriate while following cash handling policies, maintains/requests monthly cash audits for the department.
Performs data entry functions within the department's recreation management software by keying data into the computer system; enters, retrieves, reviews, or modifies data in a computer database; scans documents into computer; verifies the accuracy of entered data and makes corrections; develops databases, codes, provides staff training and computerized reports within the recreation management software. Performs monthly/quarterly audits of data in recreation management software and within all modules of the recreation management software.
Processes forms/applications relating to department services, such as licenses, facility usage, program enrollment, employment, funding, or other purposes; distributes application forms and provides information; accepts fees/deposits and processes completed applications; issues permits as appropriate; publishes advertisements for meetings, hearings, notices, or other activities.
Processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and researches discrepancies; enters payroll data into computer for processing; types personnel action forms , maintains attendance records, personnel/payroll files, and related records.
Processes documentation pertaining to purchasing and accounts payable; obtains price quotes for potential purchases; prepares purchase orders and enters purchasing data into computer; reviews invoices, purchase orders, contracts, or other documents for accuracy; researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, enter into software/city's official repository and forwards for payment; maintains files and records within modules of the City software.
Processes documentation pertaining to accounts receivable; creates invoices and forms; posts billing data to customer accounts; responds to billing inquiries and updates/maintains contracts for the department.
Performs general/clerical tasks, which may include making copies, sending/receiving faxes, filing documentation, processing incoming/outgoing mail, delivering documentation to other offices, or running errands.
Provides assistance or backup coverage to other employees or departments as needed.
Performs other related duties as required.
Minimum Education and TrainingHigh school diploma or GED; supplemented by college level course work or vocational training in secretarial science, office administration, and personal computer operations; supplemented by one (3) years previous experience and/or training involving office management, administrative/secretarial work, office administration, bookkeeping, customer service, data entry, personal computer operations, and/or experience in area of assignment; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. May require possession and maintenance of valid State of Florida Notary Public certification. Must possess or obtain the most current FEMA 100, 200, and 700 Incident Command System certifications within 6 months of appointment to the job.
Minimum Qualifications and Standards Required
Skill Requirements:Has considerable knowledge of the policies, procedures, and activities of the City and of departmental practices as they pertain to the performance of duties relating to the position of Administrative Assistant III. Has considerable knowledge of secretarial and office administration practices, and of the operation of standard office machines and equipment used within the department. Has general knowledge of bookkeeping practices and methods. Has considerable knowledge of guidelines for proper document formatting, spelling, punctuation, and grammar in business communications. Has comprehensive knowledge of the terminology, principles, and methods utilized within the department.
Knows how to keep abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental and City operations and activities. Has knowledge of the laws, ordinances, standards, and regulations pertaining to specific duties and responsibilities of the position. Has the ability to comprehend, interpret, and apply laws, regulations, procedures, and related information. Is able to effectively communicate and interact with supervisors, members of the general public, and all other groups involved in the activities of the department and City.
Has the ability to plan, organize, and prioritize daily assignments and work activities. Is able to use independent judgment and work with little direct supervision as situations warrant. Is able to assemble information and make written reports and documents in a concise, clear and effective manner. Has the mathematical ability to handle required calculations. Is able to read, understand, and interpret departmental/City documentation, reports, and related materials. Is knowledgeable and proficient with computers and software programs typically used in the position. Is able to type and perform data entry accurately and with appropriate speed.
Physical Requirements :Must be physically able to operate a variety of office machines, tools and equipment, such as a personal computer, scanner, telephone, switchboard, postage machine, dictation equipment, cash register, shredder, two-way radio and general office equipment. Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight ( 20-50 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Responsibilities :Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high-quality communication and interaction with internal and external entities with whom the position interacts.
Performs described Essential Functions and related assignments efficiently and effectively in order to produce quantity of work which consistently meets established standards and expectations.
Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, policy, standards and prescribed procedures. Maintains accountability for assigned responsibilities in the technical, human and conceptual areas.
Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and research issues, situations and alternatives before exercising judgment.
Working Conditions :Works primarily in an office environment.
Other :It is understood that every incidental duty connected with operations enumerated in the job description is not always specifically described, and employees, at the discretion of the City, may be required to perform duties not within their job descriptions.
Must possess and maintain a valid Florida Drivers License.Type :
INTERNAL & EXTERNALPosting Start :
08/02/2024Posting End :
12/31/9999MINIMUM HOURLY RATE: $18.13
General Statement of JobUnder direct supervision of the Financial Analyst, performs specialized administrative/secretarial work for manager/senior/executive level or for coordinating administrative functions of work units within the assigned department and manages the recreation software for the department.
Work involves performing routine secretarial functions, performing bookkeeping functions, processing departmental documentation/information, typing/preparing documents, answering telephone calls, providing customer service, and maintaining files/records. Work also involves coordinating meetings and providing administrative support for boards/ committees, researching and compiling data, performing routine analysis of operational data from recreation management software, to assist department staff, and ensuring compliance with routine reporting requirements.
Specific Duties and Responsibilities
Essential Functions:Coordinates and provides administrative/clerical support for a manager/senior/executive level; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures; works with and provides guidance and assistance to administrative/clerical staff assigned to divisions or work units within the department to ensure uniform and cooperative work efforts.
Provides secretarial/administrative support at a senior or executive level for management and/or staff of assigned department/division; relieves management staff of routine administrative tasks; screens telephone calls, mail, and other communications and initiates appropriate action/response; records dictation; types, composes, edits, or proofreads correspondence on behalf of management staff; records and/or transcribes correspondence, statements, minutes, or other information; keeps management informed of significant matters, messages, documentation, or other information.Serves as liaison between the assigned department and other departments/divisions, staff members, City officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; circulates documentation to appropriate departments.
Maintains calendar/schedule of activities for assigned department/division; schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; updates calendar on a regular basis and notifies parties involved of changes.
Coordinates arrangements for various meetings: notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; maintains records.
Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; responds to requests for service/assistance; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary; relays calls/messages via two-way radio.
Performs customer service functions in person, by telephone, or by mail; provides information or assistance regarding department/division/City services, activities, forms, procedures, fees, or other issues; receives and/or disseminates forms/documentation; responds to routine questions/complaints, researches problems, and initiates problem resolution; refers complaints/problems to appropriate personnel.
Receives sums of money in payment of various fees, fines, deposits, or services; records transactions, issues receipts, and forwards revenues as appropriate while following cash handling policies, maintains/requests monthly cash audits for the department.
Performs data entry functions within the department's recreation management software by keying data into the computer system; enters, retrieves, reviews, or modifies data in a computer database; scans documents into computer; verifies the accuracy of entered data and makes corrections; develops databases, codes, provides staff training and computerized reports within the recreation management software. Performs monthly/quarterly audits of data in recreation management software and within all modules of the recreation management software.
Processes forms/applications relating to department services, such as licenses, facility usage, program enrollment, employment, funding, or other purposes; distributes application forms and provides information; accepts fees/deposits and processes completed applications; issues permits as appropriate; publishes advertisements for meetings, hearings, notices, or other activities.
Processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and researches discrepancies; enters payroll data into computer for processing; types personnel action forms , maintains attendance records, personnel/payroll files, and related records.
Processes documentation pertaining to purchasing and accounts payable; obtains price quotes for potential purchases; prepares purchase orders and enters purchasing data into computer; reviews invoices, purchase orders, contracts, or other documents for accuracy; researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, enter into software/city's official repository and forwards for payment; maintains files and records within modules of the City software.
Processes documentation pertaining to accounts receivable; creates invoices and forms; posts billing data to customer accounts; responds to billing inquiries and updates/maintains contracts for the department.
Performs general/clerical tasks, which may include making copies, sending/receiving faxes, filing documentation, processing incoming/outgoing mail, delivering documentation to other offices, or running errands.
Provides assistance or backup coverage to other employees or departments as needed.
Performs other related duties as required.
Minimum Education and TrainingHigh school diploma or GED; supplemented by college level course work or vocational training in secretarial science, office administration, and personal computer operations; supplemented by one (3) years previous experience and/or training involving office management, administrative/secretarial work, office administration, bookkeeping, customer service, data entry, personal computer operations, and/or experience in area of assignment; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. May require possession and maintenance of valid State of Florida Notary Public certification. Must possess or obtain the most current FEMA 100, 200, and 700 Incident Command System certifications within 6 months of appointment to the job.
Minimum Qualifications and Standards Required
Skill Requirements:Has considerable knowledge of the policies, procedures, and activities of the City and of departmental practices as they pertain to the performance of duties relating to the position of Administrative Assistant III. Has considerable knowledge of secretarial and office administration practices, and of the operation of standard office machines and equipment used within the department. Has general knowledge of bookkeeping practices and methods. Has considerable knowledge of guidelines for proper document formatting, spelling, punctuation, and grammar in business communications. Has comprehensive knowledge of the terminology, principles, and methods utilized within the department.
Knows how to keep abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental and City operations and activities. Has knowledge of the laws, ordinances, standards, and regulations pertaining to specific duties and responsibilities of the position. Has the ability to comprehend, interpret, and apply laws, regulations, procedures, and related information. Is able to effectively communicate and interact with supervisors, members of the general public, and all other groups involved in the activities of the department and City.
Has the ability to plan, organize, and prioritize daily assignments and work activities. Is able to use independent judgment and work with little direct supervision as situations warrant. Is able to assemble information and make written reports and documents in a concise, clear and effective manner. Has the mathematical ability to handle required calculations. Is able to read, understand, and interpret departmental/City documentation, reports, and related materials. Is knowledgeable and proficient with computers and software programs typically used in the position. Is able to type and perform data entry accurately and with appropriate speed.
Physical Requirements :Must be physically able to operate a variety of office machines, tools and equipment, such as a personal computer, scanner, telephone, switchboard, postage machine, dictation equipment, cash register, shredder, two-way radio and general office equipment. Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight ( 20-50 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Responsibilities :Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high-quality communication and interaction with internal and external entities with whom the position interacts.
Performs described Essential Functions and related assignments efficiently and effectively in order to produce quantity of work which consistently meets established standards and expectations.
Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, policy, standards and prescribed procedures. Maintains accountability for assigned responsibilities in the technical, human and conceptual areas.
Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and research issues, situations and alternatives before exercising judgment.
Working Conditions :Works primarily in an office environment.
Other :It is understood that every incidental duty connected with operations enumerated in the job description is not always specifically described, and employees, at the discretion of the City, may be required to perform duties not within their job descriptions.
Must possess and maintain a valid Florida Drivers License.Type :
INTERNAL & EXTERNALPosting Start :
08/02/2024Posting End :
12/31/9999MINIMUM HOURLY RATE: $18.13