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City of DeLand

Administrative Assistant III

City of DeLand, Deland, Florida, us, 32723


City of DeLand

120 South Florida Avenue

DeLand, FL 32720

Phone: (386) 626-7000

ADMINISTRATIVE ASSISTANT III

Department:

131/Public Works Admin

Exempt:

No

Reports To:

Public Works Director

Pay Grade/Wage:

111

Position Type:

Full-Time

Hours:

40 hrs/week

Job Summary:

This is a highly responsible clerical, secretarial and administrative work involving performance of a number of varied tasks, which may require the ability to take and transcribe dictation (based upon particular position). The work requires the exercise of judgment in the application of prescribed procedures and methods to various matters. Employees in this class work under general supervision.

Job Description:

DUTIES & RESPONSIBILITIES

Take and transcribe dictation of letters, reports, memoranda, articles and addresses.

Responsible for confidential communications.

Types purchase orders, specifications, forms, delinquent notices, reports, correspondence, statistical tables, etc.

Schedules business appointments for supervisor.

Serves as receptionist, answers telephone and provides information in response to public inquiries.

Reads and routes incoming mail and assembles files, legal files and daily logs and a variety of other records.

Composes correspondence, handles complaints and compiles reports.

Supplies data to department heads, staff, City Commissioners, outside agencies, as required.

Maintains accounts receivable.

Prepare payroll for department and maintains time and attendance records.

Maintains changes on computer.

Handles applications for permits and prepares permits, issues permits.

Reviews outgoing mail for clerical or typing errors.

Types contracts, requisitions and reports.

Maintains a reference library.

Takes and transcribes summary minutes of meetings.

Orders supplies, equipment, etc.

Operates a computer, fax machine, copier, and multi function telephone.

Attends meetings.

Dispatches automotive equipment by radio and assists in gathering information.

Performs wide variety of clerical tasks.

Accesses, inputs and retrieves information from a computer.

Other duties as assigned.

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and /or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND EXPERIENCE REQUIREMENTS

High school diploma or general education degree (GED) from an U.S. Department of Education accredited institution is required.

Experience in advanced clerical and secretarial work is required.

An equivalent combination of education, experience and training which provides the required knowledge, skills and abilities may be considered for minimum requirements.

LANGUAGE SKILLS

Ability to clearly and effectively communicate verbally and in writing.

Ability to develop and maintain good personal relationship with other employees and the public.

Ability to deal with the general public in a professional, courteous manner.

Ability to develop oral and written reports and presentations.

REASONING ABILITY

Ability to apply common sense understanding, to carry out and follow instructions furnished in written and oral form.

Ability to understand and follow complex oral and written directions.

Ability to answer questions and resolve problem situations or refer to appropriate office.

Ability to deal with problems involving several variables in standardized situations when immediate guidance from the supervisor may not be available .

Ability to work with a minimum amount of supervision and to think and act independently under general supervision.

Exercise independent judgment in the performance of specifically assigned responsibilities .

OTHER SKILLS AND ABILITIES:

Extensive knowledge of office terminology, procedures and equipment, and of business arithmetic and English.

Ability to operate a computer, including Microsoft Office Suite.

Ability to make relatively complex mathematical computations rapidly and accurately.

Considerable knowledge of elementary bookkeeping.

Ability to take and transcribe dictation at an average rate of speed.

Ability to maintain complex clerical records and prepare reports from such sources.

Ability to make minor decisions in accordance with laws, ordinances, regulations and established policies.

Knowledge of FLSA rules.

Clerical aptitude, initiative, efficiency, good judgment and tact and courtesy are required.

WORK ENVIRONMENT/ADA:

While performing the duties of this job, the employee is regularly required to sit for long of periods of time performing repetitive functions and/or view a display screen. Some of these functions include: filing and ordering files. Ability to access, input, and retrieves information from a computer.

Lifting:

Lift up to 15 Pounds

Vision:

20/20 or

Corrected to 20/100

Environment:

Office/Sedentary Work

Hearing:

Normal Noise Levels for Work Environment

*Class Descriptions are not intended to be restrictive. The use of (or absence of) a particular illustration of duties shall not be held to exclude or limit the authority of a Department Head to assign other duties which are similar and related to work.