ADMINISTRATIVE ASSISTANT Job at City of Ormond Beach in Ormond Beach

City of Ormond Beach
Job Description
Administrative Assistant - Police Department

Summary:

Under direction of the Police Lieutenant Admin and Administration Captain, performs varied administrative and clerical work following established procedures and exercising significant independence and judgment.

Essential Duties and Responsibilities:

Greets and assists callers and visitors.

Responds to public records requests, emails, and other digital queries and correspondence.

Performs administrative functions for multiple managers in the Police Department.

Drafts and edits letters, reports, presentations, and other documents.

Monitors budget for multiple divisions within Police Department.

Prepares vendor packets, invoices, purchase orders, and requisitions for multiple divisions of Public Works.

Maintains office supplies and inventory.

Works closely with other administrative staff and supports other colleagues as needed.

Assists in preparation for, response to, and recovery from, the impacts of a wide variety of disasters or emergency situations and may be temporarily assigned to other duties, locations, and shifts.

Meets attendance requirements.

Promotes positive customer service environment internally and externally.

Performs other job-related functions as assigned.

Supervisory Responsibilities:

None.

Education and/or Experience:

High school diploma, GED, or equivalent recognized certificate of competency supplemented by one (1) to two (2) years of professional administrative work in a similar office environment. Experience in public administration preferred.

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, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Ability to establish and maintain positive working relationships with city employees, elected officials, and the general public.

Possession of advanced verbal and written communication skills, with the ability to prepare documents and compose letters and memoranda.

Proficiency with Microsoft Office products and Adobe Acrobat, with ability to quickly learn other software and database programs.

Possession of digital literacy and research skills, including the ability to analyze the reliability of information.

Ability to work well under pressure, adapt to changing priorities, and navigate multiple deadlines.

Ability to make decisions in accordance with department/City rules, regulations, and policies.

Ability to type at least forty-five (45) corrected words per minute, with a minimum of errors.

Familiarity with processing invoices and/or performing office purchasing functions.

Possession of, or ability to obtain, a Florida Notary commission certification.

Ability to meet job demands under some stressful situations.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully meet the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Long periods of sitting and/or standing at designated work station.

Sufficient manual dexterity to allow typing and writing.

Sufficient visual acuity to read and comprehend departmental reports and documents.

Sufficient auditory perception and speaking ability to answer telephones and direct calls.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

General office environment.

The noise level in the work environment is usually moderate.

Position : 2010006

Type : INTERNAL & EXTERNAL

Grade : PAY GRADE 204

Posting Start : 11/04/2024

Posting End : 12/31/9999

BASED ON QUALIFICATIONS: $17.20-$22.00