Administrative Assistant II - Recreation Department

Under minimal supervision, the administrative assistant performs technical work in multiple administrative functional areas in support of the Department/Division Head. Performs and monitors administrative activities, while ensuring compliance with established Departmental/Divisional and/or City operational policies and procedures. Performs a wide range of assignments independently using standard methods and techniques of the field and within the established deadlines. The assistant must be capable of assessing situations accurately and taking the effective action.

Maintains information in a logical and easily accessible manner. Utilizes excellent communication skills when interacting with the public in order to provide prompt and efficient customer service. Establishes and maintains effective working relations with coworkers, supervisors, other departments/offices, and outside agencies. Communicates effectively both verbally and in writing. The administrative assistant serves as a confidential employee. The scope and degree of responsibility requires a good knowledge of the entire City organization and a thorough knowledge of the specific Department/Division assigned.

During local emergencies, this position may be required to perform emergency tasks which may result in extended work hours and long periods of time away from family members.

• The specific functions for this position vary depending on the assigned Department/Division.
• Types, copies, and distributes various Departmental/Divisional reports.
• Maintains various Departmental/Divisional and/or City records, plans, reports, and documents.
• Updates filing systems;
  Archives and prepares documents for destruction per the City of Seminole Records Retention schedule and State requirements.
• Greets the public in a courteous manner, both in person and on the telephone, and answers questions and provides information as appropriate.
• Handles incoming and outgoing mail, uses postage meter, distributes mail to the appropriate individuals and/or appropriate sections of the Department/Division; signs for incoming packages and sends packages via UPS, Fed-Ex or another agency.
• Coordinates travel reservations; assists with arrangement for airfare, hotel accommodations, transportation and parking. Prepares city travel request and reimbursement forms as needed.
• Completes special projects requiring research and compilation of data and information on a variety of topics. Ensures that requests for action or information are completed or referred to the appropriate staff member or department head.
• Acts as a liaison between the Department/Division Heads and other City employees by providing assistance and responding to questions.
• Composes letter, forms and documents using Word;
  Creates spreadsheets using Excel;
  Creates presentations, databases or newsletters utilizing PowerPoint, Publisher or Visio software;
  Design forms utilizing Adobe Acrobat.
• Create purchase requisitions and purchase order; run budget reports in Tyler financial software program.
• Makes purchases and processes invoices for payment by ensuring expenditures and receipts are coded for payment in compliance with funding source restrictions and tracking requirements using the Tyler finance software program.
• Demonstrates thorough knowledge of Departmental/Divisional policies and procedures and the City’s personnel policies and procedures.
• Strives to maximize effective communication between assigned personnel, other employees throughout the City, and the general public.
• Performs other job-related duties that are consistent with the assigned Department/Division responsibilities.
• Identifies issues with administrative workflow after understanding and evaluating them and recommend alternative administrative processes that will maximize efficiency within the department.
• Composes correspondence, reports and other materials requiring independent judgment as to content, accuracy and completeness.
• Proof reads outgoing communication and correspondence to ensure conformance with spelling, grammar, punctuation and administrative policy.
• Orders office supplies, maintains…