Administrative Secretary

City of Palm Bay (FL) - Palm Bay, FL

Palm Bay, FL

Executive, Legislative, and Other General Government Support

About the position

Under general supervision, performs advanced secretarial and administrative functions in support of activities of a department head. Facilitates verbal communications with courtesy and tact by greeting visitors, answering telephones, receiving and responding to or appropriately forwarding inquiries and routing messages. Facilitates written communications by composing and/or preparing correspondence, forms reports, agendas, minutes, electronic messages, and other documents; preparing and sending outgoing mail; and maintaining electronic and tangible files and records. Work involves the use of computer applications such as Microsoft Word, Excel and PowerPoint. Maintains department and/or department head calendar. Schedules meetings, appointments, and conferences; ensures availability of proper room, equipment and materials; and prepares memoranda to notify participants. Schedules travel and completes associated paperwork. Administers one or more operational programs as determined by the Department Head. Reports to assigned supervisor.

Responsibilities

• Types correspondence, reports, forms and other material into form from typed or handwritten copy or machine dictation, assuming responsibility for spelling, punctuation, grammar and format.
• Proofreads correspondence, reports, forms and other material, ensuring proper content, spelling, punctuation, grammar and format.
• Utilizes computerized data entry equipment and various word processing, spreadsheet and/or file maintenance programs to enter, store, and/or retrieve information as requested or necessary.
• Maintains and distributes directory of City personnel.
• May assist in the preparing of various human relations related confidential documents.
• May assist in reviewing and approving timesheets.
• May prepare purchase orders and maintain 'open' purchase orders; may prepare check requisitions to facilitate payment of accounts; may prepare requisitions for office supplies as necessary.
• Attends staff and other meetings as requested to take notes and record minutes.
• Transcribes and files meeting minutes.
• Assists in preparing background materials for agendas and other records and documents as necessary, in preparation for meetings.
• Establishes and maintains appropriate files and database records.
• Manages all office files and records.
• Oversees records retention program ensuring that all documents are retained or destroyed in accordance with statutes, policies and procedures.
• Maintains department personnel files; tracks performance evaluations; informs supervisors of due dates; and types, reviews and processes completed evaluations.
• Processes and reviews payroll authorizations and other forms for completeness and accuracy.
• Prepares and submits personnel requisitions as vacancies occur.
• Researches, gathers and interprets information.
• Prepares replies to correspondence from dictation, instruction or own initiative.
• Schedules meetings and appointments for supervisor and City staff ensuring availability of proper room, equipment and materials, and preparing memoranda to notify participants.
• Schedules travel and prepares associated paperwork for department.
• Answers telephones, greets visitors and receives inquiries.
• Provides information based on considerable knowledge of City-wide or department programs and activities.
• Refers callers to appropriate staff or agencies as necessary.
• Records and routes messages for City staff as necessary.
• Records inquiries or serious complaints received and reports action taken to resolve issues and/or recommendations to supervisor.
• May sort incoming mail according to prioritized need of attention; may handle all outgoing mail, ensuring accuracy and proper destination.
• Prepares photocopies of various materials and distributes as requested or appropriate.
• Serves on staff teams as requested to address and/or implement programs or practices pertaining to various City or department issues.
• May assist in preparation of annual budget, including organizing data, ordering supplies and statistical typing.
• Performs special projects assigned by supervisor related to office and file management and productivity enhancements.
• May supervise clerical staff.

Requirements

• High School diploma plus three (3) years of experience in secretarial and administrative work.
• Experience including office management and use of computer-driven word processing, spreadsheet, and file management programs.
• Must possess a valid Florida's Driver's License and have and maintain an acceptable driving record.