Administrative Assistant - Utilities Department

Veterans' Preference Applies

The City of Delray Beach offers Veterans' Preference to qualified applicants.

The City of Delray Beach does not discriminate on the basis of race, color, national origin, sex, religion, age or disability, marital status, family status or sexual orientation in employment or the provision of services.

The City of Delray Beach is a Non‑Tobacco Workplace. The City will not consider applicants who have used tobacco or nicotine products for a period of at least three months prior to application for employment.

This work involves complex and responsible clerical support and staff assistance activity. Duties are generally similar to the Staff Assistant classification with greater complexity and advanced knowledge, performed under general supervision. Perform related work as required.

• Perform duties of an Administrative Assistant, managing specialized information, coordinating office work, and providing information regarding services and operation of the unit.
• Receive and screen phone calls, take messages, and re‑route calls; receive and distribute mail for the department.
• Perform research and retrieval of records, reports, forms, memoranda, letters, etc.; conduct statistical comparison of information as assigned.
• Assist in the preparation and maintenance of office records, requisitions, departmental payroll, and budgets as assigned.
• Schedule meetings and conferences, prepare agendas, backup materials, transcribe notes and minutes of meetings and functions as required.
• Prepare forms, compose letters, set up and maintain specialized office files, file letters, reports, and related information as prescribed, assemble information for other use, open, prioritize and process mail.
• Type using PC‑based word processing software; enter data into computer containing technical terminology; retrieve data for reports as requested.
• Attend meetings, monitor programs and systems, and perform office management functions as directed.
• Assist in budget preparation and monitoring as assigned.
• Foster positive employee relations and employee morale on a City‑wide basis.

• High School graduation or possession of an acceptable equivalency diploma.
• Two years of related experience involving secretarial/clerical duties including operation of a PC, keyboard, mouse, or similar data entry equipment.
• Some administrative experience preferred, or two years satisfactory experience as a Staff Assistant.
• Must possess superb typing skills with speed and accuracy and pass a typing test with a minimum of 35 wpm.

Knowledge of Business English, spelling and punctuation; office practices and procedures; mathematics; unit and City policies and procedures; ability to work independently; ability to establish and maintain effective working relationships with employees and the general public; ability to take and transcribe dictation and/or minutes; ability to operate a PC, keyboard or computer; communication skills; policy interpretation; understanding of environmental changes.

The abilities expected of all employees include responding to supervision, guidance, and direction of superiors in a positive, receptive manner; maintaining a professional image; reporting for work promptly and properly prepared; notifying supervisor of intended absences; conforming with standards and rules regarding use of accrued time; demonstrating a polite, helpful, and courteous manner when interacting with the public; operating and caring for equipment;

demonstrating an understanding, consideration, and respect of cultural, religious, and gender differences.

The job involves frequent sitting, talking or hearing, hand use, occasional walking and standing, occasional lifting of up to 15 lbs, and the ability to view a display screen for extended periods. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Formal application, rating of education and experience; oral interview and reference check; job‑related tests might be required. The job description does not constitute an employment agreement and requirements may change.