Administrative Assistant

Administrative Assistant

Performs responsible and complex administrative, secretarial, and clerical work in support of effective and efficient program and office operations. Responsible for providing professional and courteous service to external and internal customers at all times, clerical functions for the assigned area, and administrative assistance to management. This position works under general supervision. Four Tens Flexible Work Schedule Available! (work four ten-hour days per week, three-days off) This position is non-exempt. Fair Labor Standards Act overtime provisions will apply.

Per Florida Statute 295.065, certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and that certain servicemembers may be eligible to receive waivers for postsecondary educational requirements, in employment by the state and its political subdivisions and are encouraged to apply for the positions being filled.

Primary Duties

• Greets visitors, directs visitors to appropriate areas, and / or provides information and assistance as requested.
• Provides administrative assistance to supervisor and / or other staff which may include : scheduling meetings and appointments, maintaining calendars, receiving and routing mail / email and telephone calls, composing routine correspondence for signature, transcribing and preparing correspondence from notes or dictation, and compiling data for use in managerial decision-making or report preparation.
• Assists in coordinating and attends staff, committee, and other meetings; prepares and distributes meeting minutes; and maintains related records as necessary.
• Establishes and maintains efficient and effective paper and electronic filing systems.
• Answers the telephone, provides accurate information to callers, forwards calls to appropriate personnel, takes messages as needed, and may use two-way radio to communicate with field personnel.
• Provides a variety of information to the public regarding City facilities, programs, events, policies, procedures, and methods; and prepares related promotional materials, forms, and other documents as assigned.
• Performs routine clerical work including, but not limited to : designing forms and reports, copying, sending and receiving faxes, entering and retrieving computer data, preparing spreadsheets, assembling materials, and transmitting documents (e.g., work orders, permits, correspondence, memos, reports, official or legal documents, and notices).
• Prepares employee action forms related to assigned area and the necessary paperwork required for submitting payroll.
• Performs general bookkeeping / accounting work as assigned which may include : assisting with budget preparation, processing accounts receivable and payable, reconciling accounts, collecting and receipting various fees / fines / payments, processing reimbursements / refunds, validating and preparing purchasing card transmittals, and preparing financial records and reports as required.
• Tracks and coordinates the maintenance and repair of office and other equipment.
• Receives and responds to inquiries and requests for assistance from other City departments, agencies, organizations, professionals, and the public.
• Coordinates, performs, and assists with specialized administrative, technical, or clerical duties particular to the department / area to which assigned.
• Attends training, meetings, seminars, and workshops to enhance job knowledge and skills.
• Performs other duties as assigned.

Minimum Qualifications

Essential Physical Functions & Environmental Conditions

Physical Demands

Work Environment Works inside in an environmentally controlled space; but the position will occasionally work in adverse environmental conditions (e.g., heat, cold, and rain) for moderate periods of time. The City of Clermont is an Equal Opportunity Employer. The Americans with Disabilities Act requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are encouraged to discuss potential accommodations with management.